What are the responsibilities and job description for the Assistant position at Talent Road?
About the Role:
Our client is seeking a highly experienced and exceptionally skilled Assistant to provide administrative support to a key executive(s) within our organization, reporting directly to Head of Digital & Social Media and Head of Communications. This is an excellent opportunity for a motivated individual to learn the intricacies of executive-level support and contribute significantly to the smooth operation of our leadership team. The ideal candidate will be a resourceful problem-solver with excellent communication and interpersonal skills, eager to grow within a fast-paced environment. This position requires exceptional judgment, discretion, and the ability to handle confidential information with the utmost care.
Responsibilities:
● Calendar Management: Efficiently manage and coordinate complex executive calendars, including scheduling meetings, appointments, and travel arrangements across different time zones.
● Project Support: Provide administrative support for special projects and initiatives as needed, including research, data, asset and information gathering, and coordination with other teams.
● Meeting Support: Prepare agendas, take accurate meeting minutes, track action items, and follow up on deliverables. Ensure meeting rooms are properly equipped and organized.
● Document Preparation: Create, format, and proofread presentations, reports, emails, and other documents with accuracy and attention to detail. Maintain organized filing systems.
● Expense Reporting: Process and track executive expenses accurately and in a timely manner, adhering to company policies.
● Confidentiality: Handle highly sensitive and confidential information with discretion and integrity. Maintain the highest standards of professionalism and ethical conduct.
● Travel Arrangements: Coordinate all aspects of executive travel, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
● Other Administrative Tasks: Perform other administrative duties as assigned to support the efficiency and effectiveness of the executive(s).
Qualifications:
● Bachelor's degree preferred, or equivalent relevant experience
● 3-5 years of administrative support experience, ideally in a fast-paced environment
● Proficiency in Google Workspace (Gmail, Google Docs, Google Sheets, Google Slides, etc.) is essential
● Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is preferred
● Excellent written and verbal communication skills
● Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines
● Exceptional attention to detail and accuracy
● Proactive and resourceful with a strong problem-solving aptitude
● Ability to work independently and as part of a team
● Professional demeanor and strong interpersonal skills
● Ability to maintain confidentiality and exercise discretion
● Experience with calendar management software and travel booking platforms is a plus
● Mon-Thursday- remote Friday
Personal Attributes:
● Highly motivated and eager to learn.
● Positive and can-do attitude.
● Adaptable and flexible to changing priorities.
● Reliable and dependable.
● Strong work ethic.
