The Executive Assistant provides high-level administrative support to the executive team and ensures
smooth day-to-day operations. This role requires a highly organized, proactive, and detail-oriented individual
with exceptional communication skills, capable of managing multiple tasks simultaneously. The Executive
Assistant will be the point of contact between executives and internal / external stakeholders and will assist in
the planning, coordination, and execution of various tasks and projects.
RESPONSIBILITY TO POSITION :
- Manage and prioritize executives' calendars, including scheduling meetings, appointments,
and events.
Coordinate and adjust appointments as necessary to accommodate changing priorities.Ensure executives are fully prepared for meetings and events, providing reminders and necessary documentation.Serve as the primary point of contact for internal and external communication on behalf of the executive team.Screen and respond to emails, phone calls, and other correspondence, ensuring that urgent matters are addressed promptly.Draft, proofread, and send out professional emails, letters, and other correspondence.Organize travel arrangements, including flights, accommodations, transportation, and itineraries for executives.Manage and resolve any travel-related issues, ensuring travel is efficient and cost-effective.Prepare and maintain up-to-date travel documents, including itineraries and schedules.Schedule and coordinate meetings, conferences, and other events for the executive team.Prepare agendas, meeting materials, and ensure that all necessary resources are available.Take detailed meeting minutes, track action items, and follow up on outstanding tasks.Organize and maintain executive files, records, and documentation, both electronic and physical.Handle sensitive and confidential documents with a high level of discretion.Prepare reports, presentations, and other materials for meetings and briefings.Assist in planning, coordinating, and executing projects, ensuring timelines and objectives are met.Monitor project milestones and provide updates to the executive team.Facilitate communication between departments and external stakeholders for project-related matters.Track and submit expense reports for executives, ensuring timely and accurate reimbursement.Manage budgets related to travel, events, and office supplies, adhering to company policies.Monitor and reconcile credit card expenses, ensuring compliance with company guidelines.Organize corporate events, team-building activities, and executive events, managing logistics, invitations, and schedules.Coordinate venues, catering, and any other necessary arrangements to ensure a successful event.Oversee office supplies inventory and order necessary items to maintain office functionality.Ensure the office environment is organized, clean, and conducive to productivity.Manage relationships with vendors and service providers to ensure smooth office operations.Maintain a high level of professionalism, discretion, and confidentiality regarding sensitive company information.Handle personal and business matters of executives with integrity and tact.Provide ad-hoc administrative support as requested, including special projects, research, or other duties.Perform any other tasks or responsibilities that may arise to support the executive team.EDUCATION :
Required : High School Diploma or GEDPreferred : Associates or Bachelors Degree from accredited university in Business Administration. (3-5 years of executive-level support will beconsidered in lieu of a Degree).
EXPERIENCE :
Minimum of 5 years of experience in an Executive or Administrative Assistant position reporting to Senior or Executive level leadership.LICENSURE / CERTIFICATION :
Certified Administrative Professional (CAP) CertificationPreferred : Certified Associate in Project Management (CAPM) CertificationAbility to pass a pre-employment background check and drug screen (required).
