The ideal candidate will provide top-level assistance for high-level executives. 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.
KEY RESPONSIBILITIES
Calendar management for executives
Aid executive in preparing for meetings
Responding to emails and document requests on behalf of executives
Draft slides, meeting notes and documents for executives
Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the global operations of the company.
Organize complex calendars and schedules, resolving any scheduling issues.
Prepare Word, Excel, PowerPoint presentations, agendas, reports, and other documents in support of objectives for the organization.
Serves as a liaison to internal and external stakeholders.
Arranges travel and accommodations for executives.
Screen incoming requests and communications, delivers accurate messages, and responds to requests by gathering and providing information and referring non-routine calls and emails to the appropriate staff.
Is available and responsive to emails/texts/phone calls, with contact outside normal business hours.
Uses discretion, confidentiality, and good judgment to manage C-Level matters.
Drafts and prepares correspondence for internal announcements, board meetings, and organizations that the executive is involved with.
Assists in preparing and managing presentations and decks.
Manages Executive's contacts.
Prepares expense reports.
Represents the company and Executive in a positive light through great follow-through skills and sound judgment.
Conserves the Executive's time by reading, researching, collecting, and analyzing information as needed, in advance.
Completes ad hoc projects as assigned.
Maintains accurate and efficient files and records.
Coordinate with account representatives and vendors for office supplies, invoice processing, equipment maintenance etc.
Interact with building management on office-related issues
Ensure compliance with health and safety regulations and address facility-related concerns.
Manage invoices, travel and expenses on Concur platform.
Requirements
Graduate of a Bachelor's degree
5+ years of working experience as an Executive Assistant position
Excellent in English communication skills
With good presentation skills
Proficient in Microsoft Office and other admin tools