What are the responsibilities and job description for the Executive Assistant position at Hallmark Global Solutions Ltd?
Executive Assistant JD
This role requires a proactive and detail-oriented individual who can anticipate needs, manage competing priorities, and ensure the smooth execution of daily operations. The ideal candidate is a self-starter with excellent organizational, communication, and problem-solving skills, capable of handling sensitive information with discretion.
Key Responsibilities :
1. Executive Support :
Manage and prioritize the SVP’s complex calendar, including scheduling meetings, resolving conflicts, and ensuring adequate preparation time.
Coordinate domestic and international travel arrangements, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
Draft, edit, and proofread emails, presentations, and other correspondence on behalf of the SVP.
2. Meeting Coordination :
Plan and organize high-level meetings, including preparing agendas, taking minutes, and tracking follow-up actions.
Manage logistics for virtual and in-person meetings, including securing venues, technology setup, and catering.
3. Project and Task Management :
Act as a liaison between the executive and internal teams, facilitating communication and ensuring timely delivery of key projects and tasks.
Track and monitor project deadlines, ensuring that the executive is informed of progress and potential delays.
4. Administrative Operations :
Prepare and process expense reports, ensuring compliance with company policies and deadlines.
Maintain and organize files, records, and confidential documents, ensuring accessibility and security.
5. Relationship Management :
Build strong relationships with internal stakeholders, clients, and external partners to facilitate seamless communication and collaboration.
6. Process Improvement :
Identify opportunities to improve administrative processes, increase efficiency, and implement best practices.
Stay updated on industry trends, tools, and technologies to enhance operational effectiveness.
Qualifications :
Education & Experience :
Bachelor’s degree in business administration, communications, or a related field preferred.
4 years of experience providing executive-level administrative support, preferably in a fast-paced, IT or technology-driven environment.
Skills & Competencies :
Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
Strong verbal and written communication skills, including the ability to compose and edit professional documents.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (e.g., Microsoft Teams).
Discretion and integrity in handling confidential information.
Other Qualifications :
Experience with expense management software (e.g., Concur) and project management tools is a plus.
Relevant certifications, such as Certified Administrative Professional (CAP), are a plus.
Experience using Workday is a plus
A proactive mindset with the ability to anticipate needs and solve problems independently.
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