As an Executive Assistant, your role is crucial in providing high-level administrative support to an executive or a team of executives within an organization. You will be responsible for managing a wide range of tasks and ensuring the smooth operation of the executive(s) office from 8 a.m. to 5 p.m. Monday – Friday.
Job Duties and Responsibilities
Executive Assistant Duties:
- Serve as a key member of the executive office for the central coordination of activities and planning to ensure the timely flow of information to and from the executive office
- Anticipate and respond appropriately, effectively, and efficiently to the needs of the executive(s)
- Provide a world-class level of support- personal and professional
- Ensure information flows to and from the executive's office via all types of channels
- Coordinate and address all requests made of the executive(s) and interface with internal, external, and high-level contacts with considerable discretion and initiative through phone, email, and mail
- Review correspondence and draft responses for the executive(s) as appropriate or forward to the appropriate person for response and/or reply
- Facilitate communication and work closely with the leadership of the organization in a timely and efficient manner
- Maintain constant awareness of the executive's priorities
- Work to ensure accuracy, coordination, and prioritization of the calendar appointments, phone messages, correspondence, and other C-Suite commitments and deliverables with little guidance
- Make judgments and recommendations to ensure smooth day-to-day engagements
- Proactively identify issues that could impact the successful execution of the executive's commitments
- Prepare the C-Suite for internal and external meetings including, when necessary, creating reports and PowerPoint presentations, overseeing the development and distribution of the agenda, minutes, and materials
- Initiate subsequent follow-up meetings and communication for key stakeholders as directed and in a timely manner
- Familiar with the specific needs of the executive(s)
- Manage contacts to ensure accurate and up-to-date entries, track VIP relations and correspondence; and facilitate those relationships by becoming familiar with various life events (such as birthdays and other major milestones)
- Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
- Present timely work-in-progress updates to the executive(s) on the status of projects and tasks
Additional Responsibilities include:
- Calendar Management:
- Schedule and coordinate meetings, appointments, and travel arrangements for the executive(s).
- Ensure the executive's schedule is well-organized and optimized.
- Act as a primary point of contact between the executive(s) and internal/external stakeholders.
- Handle incoming calls, emails, and other communications on behalf of the executive(s)
- Documentation and Reporting:
- Prepare, edit, and maintain documents, reports, and presentations.
- Organize and maintain files and records.
- Meeting Support:
- Attend meetings and take minutes.
- Prepare agendas, and materials, and follow up on action items.
- Travel Arrangements:
- Arrange travel itineraries, accommodation, and logistics for business trips.
- Maintain strict confidentiality of sensitive information.
- Special Projects:
- Assist with special projects, research, and tasks as assigned by the executives.
- In-person Monday-Friday from 8 a.m. to 5 p.m. and additional hours as needed
- Proven experience as an executive assistant or in a similar administrative role.
- Strong organizational, time management, and planning skills.
- Excellent communication and interpersonal abilities.
- Proven intermediate proficiency in MS Office (Word, Excel, Outlook, SharePoint, and PowerPoint)
- Attention to detail and problem-solving abilities.
- Ability to multitask in a dynamic and fast-paced environment.
- Ability to operate with a high level of discretion and the ability to handle confidential information.
- Ability to represent the executives and the organization in a professional manner.
- A bachelor's degree or relevant certifications preferred