What are the responsibilities and job description for the Executive Assistant position at MNCP Staffing?
Job Description
Job Description
Job Overview :
We are seeking a highly skilled and detail-oriented Temporary Executive Assistant to provide administrative support for approximately 3-4 months. This individual will work closely with executives, assisting with executive-level administrative duties. The ideal candidate should have a strong experience in working with Executive teams, exceptional organizational skills, and the ability to handle confidential information with discretion.
Executive Support :
Manage complex calendars, schedule meetings, and coordinate appointments across multiple time zones.
Arrange and coordinate executive travel itineraries, accommodations, and logistics.
Prepare and organize materials for meetings, including agendas, presentations, and reports.
Take detailed meeting minutes and follow up on action items.
Handle incoming communications (emails, phone calls, and messages), prioritizing and responding on behalf of the executive as needed.
Draft, proofread, and edit correspondence, reports, and presentations.
Administrative & Office Management :
Maintain and organize confidential files, records, and legal documents.
Act as a gatekeeper and liaison between executives and internal / external stakeholders.
Coordinate with various departments (Finance, HR, Legal, IT) to facilitate smooth business operations.
Manage expense reports, reimbursements, and financial documentation for executives.
Oversee special projects and ensure timely completion of assigned tasks.
Event Planning & Coordination :
Plan and organize company events, off-site meetings, and executive retreats.
Coordinate logistics for board meetings, investor meetings, and leadership summits.
Assist with team-building activities and corporate social responsibility initiatives.
Project Management & Strategic Initiatives :
Assist in the execution of high-priority projects, tracking progress and deadlines.
Conduct research and prepare reports to support executive decision-making.
Maintain awareness of industry trends, competitor activities, and market insights relevant to the executive's focus area.
Confidentiality & Professionalism :
Handle sensitive business and personal matters with the highest level of discretion.
Ensure compliance with corporate policies and always maintain confidentiality.
Maintain a high degree of professionalism in interactions with stakeholders, clients, and board members.
Qualifications & Experience :
5 years of experience as an Executive Assistant, Senior Administrative Assistant, or Chief of Staff.
Bachelor’s degree in business administration, Communications, or a related field (preferred but not required).
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and project management tools (e.g., Asana, Trello, or Monday.com).
Experience handling executive travel arrangements and expense reporting.
Exceptional written and verbal communication skills.
Strong organizational and time-management skills with the ability to multitask and prioritize.
High level of discretion and ability to handle confidential information.
Strong problem-solving skills and ability to work independently.
Experience in a fast-paced corporate, legal, or financial environment is a plus.
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