Executive Assistant

The Executive Assistant provides high-level administrative support by managing complex calendars, coordinating internal and external meetings, and handling diverse communications. Beyond basic clerical duties like answering calls and arranging travel, the role involves preparing presentation materials, summarizing financial reports, and overseeing project workflows to ensure timely resolution of issues. Additionally, the assistant often facilitates meeting documentation and manages corporate financial transactions, such as credit card processing and expense liquidations, to ensure seamless executive operations.

• Responsible for regular calendar management, requiring frequent interaction with both internal and external executives and assistants, as well as internal groups, to coordinate a variety of executive meetings and other appointments.
• Answer calls and direct them to the appropriate party promptly and efficiently.
• May communicate and handle incoming and outgoing electronic communications on behalf of the executive/s.
• Assist executive/s with preparation of presentation materials or financial data reporting.
• Review and summarize miscellaneous reports and documents.
• May participate in meetings as required, and document/distribute minutes of meetings and other materials as may be necessary.
• May manage multiple projects, following through on issues in a timely manner.
• Arrange travel schedules, required visas, reservations and other related requirements for executive management as needed.
• Process all transactions pertaining to payment of corporate credit card, advances or liquidations.

Required skills + qualities (technical):

• Bachelor's degree in any field.
• 3+ years experience supporting at the executive level
• Strong MS Office or Google Workspace skills are required, as well as Internet research abilities
• Experience scheduling travel arrangements for management
• Excellent calendar management skills, including the coordination of complex executive meetings

Required skills + qualities (technical):

• The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
• Must be exceedingly well organized, flexible, and able to work independently with little or no supervision.
• Expert level written and verbal communication skills, strong decision making ability and attention to detail.