Executive Assistant

Summary

The focus of this job is on producing high quality, detailed work based on established standards, guidelines and procedures. Precise, consistent work output is essential, requiring patience and a willingness to handle and complete one task at a time. The job environment is stable, based on known relationships with people and well-defined processes. Job knowledge and competency is built through structured step-by-step training and positive, supportive coaching from management and peers. Communication with others is based on knowledge of repetitive job routines and procedures gained from sufficient on the job experience. Consistent, error free work based on defined regulations and standards are key measures of job performance success. The job environment promotes steady, methodical work output so that job routines can be completed on time and error-free. This position is designed to develop a valued technical expert, who, recognized and supported by management and has a stable work environment, can deliver quality work on a consistent basis.

Job Characteristics

• Efficiently manages tasks, deadlines, and documents with a strong focus on accuracy and structure.
• Anticipates needs, solves problems independently, and takes initiative to keep things running smoothly.
• Excellent verbal and written communication skills for effective interaction with team members at all levels.
• Able to quickly adjust to changing priorities and handle new challenges with ease.
• Manages sensitive information with confidentiality and professionalism.
• Balances multiple tasks and projects effectively while meeting deadlines and maintaining high-quality work.
• Works well with others, offering support where needed while ensuring smooth coordination across teams.

Job Duties & Responsibilities

• Provide daily administrative assistance to the executive team.
• Efficiently manage the executive’s calendar, schedule meetings, and prioritize daily activities.
• Arrange travel, including flight bookings, accommodations, and itineraries, ensuring smooth travel logistics
• Serve as a point of contact between the executive team and other teams, screening and responding to calls, emails, and other correspondence.
• Prepare agendas, take minutes, and track action items during meetings to ensure follow-through.
• Assist in the planning and execution of company events, conferences, and other organizational activities.
• Preparation and organization of monthly company meeting.
• Conduct research and compile reports on various projects or initiatives as needed.
• Calculation of metrics for the Leadership Team.
• Process and track expense reports, reimbursements, and maintain accurate financial records.
• Provide additional administrative support and project assistance as required.

Qualifications

• Bachelor’s degree or equivalent work experience preferred.
• Minimum of 3 years of experience in an executive assistant or administrative support role, preferably in a fast-paced environment.
• Exceptional organizational and time-management skills
• Strong verbal and written communication abilities
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Intermediate Excel required (pivot tables, v lookups, charting, etc.)
• Working knowledge of general office equipment

Remote Work Capabilities