Executive Assistant

Performs a wide variety of administrative tasks in support of a top executive. The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations. Directs monitors and contributes to special/strategic projects which are strategic in nature highly complex and may involve creation and oversight of multifaceted teams.

QUALIFICATIONS:

• Typically requires a bachelor's degree and 4 to 6 years of experience.
• High degree of business sense and a great influencing ability.
• Demonstrate ability to present well in business conferences and meetings as they will be required to represent the executive in important business functions and communications with important people.
• Meets the demands of the work schedule to be at work and on time.
• May occasionally require the ability to work outside of regularly scheduled hours. Schedules may vary based on business need.
• Demonstrates strong verbal and written communication skills required.
• Demonstrates strong attention to detail required.
• Demonstrates ability to be self-motivated and work independently.
• Shows skills in the use of personal computers and related software applications.
• Proficient in Microsoft Word Excel and Outlook.
• Balances multiple priorities and meet deadlines.
• Performs work under minimal supervision. Handles complex issues and problems and refers only the most complex issues to higher-level staff.
• Possesses comprehensive knowledge of subject matter.

JOB RESPONSIBILITIES:

• Provide executive support on matters relating to the executive's chief obligations and mandates.
• Serve as the primary support personnel to the executive the executive assistant is assigned to.
• Arranging meetings and conferences handling communication and travel arrangements and processing related functions and documentations.
• Comes up with ideas that will streamline work and identifies incidents that require immediate attention in the organization.
• Coordination and prioritization of the executives daily appointments and business obligations.
• Maintains the executive's calendar: schedules and confirms appointments arranges for meeting rooms or facilities makes and confirms travel plans.
• Prepares agendas or presentations attends meetings with the executive and takes transcribes and distributes notes or minutes.
• Prepares and submits expense reports on behalf of the executive.
• Screens visitors phone calls emails or physical mail. Maintains confidentiality of sensitive information.
• Completes filing and record management activities for departmental documents/records.
• Fields incoming phone calls and refers to appropriate staff members.
• Monitors invoices to insure they are coded and approved.
• Other duties as assigned.