What are the responsibilities and job description for the Executive Assistant position at TCC Solutions?
Position Overview:
Provides high-level comprehensive support to C-suite executives, including the CEO. The role involves ensuring the smooth and efficient operation of the executive leadership team by handling a range of tasks, including managing schedules, attending executive meetings, managing administrative tasks, coordinating executive priorities, and facilitating communication both internally and externally. This position requires exceptional organizational, communication, and problem-solving skills to support executives in achieving their business objectives.
Key Responsibilities:Communication Management:
o Manage all inbound and outbound communications, including phone calls, emails, and other correspondence, ensuring timely responses.
o Function as a point of contact for the executives, consulting staff, clients, vendors, and other stakeholders, managing communications effectively.
Calendar Management:
o Coordinate and manage the executives calendars, including scheduling meetings, appointments, and travel arrangements.
o Anticipate scheduling conflicts and resolve them proactively.
o Prioritize and arrange both internal and external meetings, ensuring effective time management and that all logistics are managed seamlessly.
Travel and Logistics:
o Plan and coordinate travel, including booking flights, accommodation, transportation, and itineraries.
Meeting and Event Planning:
o Coordinate and plan internal and external events and meetings, including scheduling, room setting up, and preparing agendas.
o Take minutes during meetings, capturing important action items.
o Follow up on action items and ensure deadlines are met.
Document Management:
o Prepare, proofread, and format documents, presentations, and reports.
o Maintain confidential files and records, ensuring compliance with data protection regulations.
Project Management Support:
o Assist in the planning and execution of key projects, tracking deadlines, deliverables, and resources.
o Monitor project timelines and deliverables to ensure deadlines are met.
Office Management:
o Function as a point of contact person for corporate office.
o Manage office supplies and ensure the workspace is well-organized and efficiently maintained.
o Coordinate with vendors and service providers for office-related needs.
Expense Management:
o Manage expense reporting and reimbursement process for executives.
Other Support:
o Assist with cross-functional coordination, ensuring the executives requests are communicated and followed through within the organization.
o Assist with special projects and ad hoc tasks as assigned by executives.
Confidentiality and Discretion:
o Maintain confidentiality, especially when dealing with sensitive information and execute tasks with a high level of professionalism.
o Handle confidential documents, contracts, and communications securely and in compliance with company policies.
Education:
o A bachelors degree in business administration, management, or a related field required.
Experience:
o At least 3-5 years of experience as an Executive Assistant, Administrative Assistant, or in a similar administrative role, preferably supporting senior leaders, managing complex scheduling, and preparing reports.
o Experience supporting multiple executives is highly desirable.
Skills:
o Exceptional organizational and multitasking skills.
o Excellent written and verbal communication.
o Ability to prioritize tasks, manage time effectively, and work independently and proactively with minimal supervision.
o Tech-savvy with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams).
o SharePoint knowledge.
o High diligence and problem-solving ability.
Personal Qualities:
o Professionalism and poise under pressure.
o Strong people skills and ability to interact with diverse teams and stakeholders.
o Ability to maintain a positive attitude in a challenging environment.
o Strong sense of integrity and respect for confidentiality.
Work Environment:
o Corporate office setting.
Provides high-level comprehensive support to C-suite executives, including the CEO. The role involves ensuring the smooth and efficient operation of the executive leadership team by handling a range of tasks, including managing schedules, attending executive meetings, managing administrative tasks, coordinating executive priorities, and facilitating communication both internally and externally. This position requires exceptional organizational, communication, and problem-solving skills to support executives in achieving their business objectives.
Key Responsibilities:Communication Management:
o Manage all inbound and outbound communications, including phone calls, emails, and other correspondence, ensuring timely responses.
o Function as a point of contact for the executives, consulting staff, clients, vendors, and other stakeholders, managing communications effectively.
Calendar Management:
o Coordinate and manage the executives calendars, including scheduling meetings, appointments, and travel arrangements.
o Anticipate scheduling conflicts and resolve them proactively.
o Prioritize and arrange both internal and external meetings, ensuring effective time management and that all logistics are managed seamlessly.
Travel and Logistics:
o Plan and coordinate travel, including booking flights, accommodation, transportation, and itineraries.
Meeting and Event Planning:
o Coordinate and plan internal and external events and meetings, including scheduling, room setting up, and preparing agendas.
o Take minutes during meetings, capturing important action items.
o Follow up on action items and ensure deadlines are met.
Document Management:
o Prepare, proofread, and format documents, presentations, and reports.
o Maintain confidential files and records, ensuring compliance with data protection regulations.
Project Management Support:
o Assist in the planning and execution of key projects, tracking deadlines, deliverables, and resources.
o Monitor project timelines and deliverables to ensure deadlines are met.
Office Management:
o Function as a point of contact person for corporate office.
o Manage office supplies and ensure the workspace is well-organized and efficiently maintained.
o Coordinate with vendors and service providers for office-related needs.
Expense Management:
o Manage expense reporting and reimbursement process for executives.
Other Support:
o Assist with cross-functional coordination, ensuring the executives requests are communicated and followed through within the organization.
o Assist with special projects and ad hoc tasks as assigned by executives.
Confidentiality and Discretion:
o Maintain confidentiality, especially when dealing with sensitive information and execute tasks with a high level of professionalism.
o Handle confidential documents, contracts, and communications securely and in compliance with company policies.
Education:
o A bachelors degree in business administration, management, or a related field required.
Experience:
o At least 3-5 years of experience as an Executive Assistant, Administrative Assistant, or in a similar administrative role, preferably supporting senior leaders, managing complex scheduling, and preparing reports.
o Experience supporting multiple executives is highly desirable.
Skills:
o Exceptional organizational and multitasking skills.
o Excellent written and verbal communication.
o Ability to prioritize tasks, manage time effectively, and work independently and proactively with minimal supervision.
o Tech-savvy with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams).
o SharePoint knowledge.
o High diligence and problem-solving ability.
Personal Qualities:
o Professionalism and poise under pressure.
o Strong people skills and ability to interact with diverse teams and stakeholders.
o Ability to maintain a positive attitude in a challenging environment.
o Strong sense of integrity and respect for confidentiality.
Work Environment:
o Corporate office setting.
