Executive Assistant

Job Description – Executive Assistant Role Overview: We are looking for a Executive Assistant, with a minimum of 5-year experience to support a pool of Senior Executive positions within our organization. You will manage mostly business-related tasks such as creating reports, organizing travel and accommodation, taking minutes, and other critical organizational tasks. To do this role properly you should have a detailed understanding of the full Microsoft Office suite, be extremely fast at solving problems and have experience as an executive assistant to Senior Executives in the past. Essential Duties and Responsibilities: • Managing the executive office and maintaining all confidentiality obligations • Preparing reports, memos, letters, and other documents. • Answering phones professionally and routing calls to the correct person or taking messages or information. • Handling basic bookkeeping tasks. • Filing and retrieving corporate records, documents, and reports. • Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives. • Helping prepare for meetings. • Accurately recording minutes from meetings. • Greeting visitors and deciding if they should be able to meet with the executive. • Using various software, including word processing, spreadsheets, databases, and presentation software. • Reading and analyzing incoming memos, submissions, and distributing them as needed. • Participating in research activities and preparing presentations. • Making travel arrangements for the executive. • Performing office duties that include ordering supplies and managing a records database. • Opening, sorting and distributing incoming faxes, emails, and other correspondence. • Provide general administrative support. Experience & Education Required: • Proven experience as an Executive Assistant to the Senior Executives • In-depth understanding of entire MS Office suite. • University or College degree. • Strong time management skills and ability to organize and prioritize daily activities. • Must be able to meet deadlines in a fast-paced quickly changing environment. • A proactive approach to problem-solving with strong decision-making skills. • Professional level verbal and written communications skills. • Language Skills: Native or fluent in English (written and spoken). Show more Show less

Minimum 5 years of experience as an Executive Assistant to Senior Executives; In-depth understanding of the entire MS Office suite; University or College degree; Strong time management skills and ability to organize and prioritize daily activities; Ability to meet deadlines in a fast-paced, quickly changing environment; Proactive problem-solving with strong decision-making skills; Professional level verbal and written communications skills; Language: Native or fluent in English (written and spoken).

Managing the executive office and maintaining confidentiality obligations; Preparing reports, memos, letters, and other documents; Answering phones professionally and routing calls or taking messages; Handling basic bookkeeping tasks; Filing and retrieving corporate records, documents, and reports; Researching and compiling data to prepare documents for review by boards and executives; Helping prepare for meetings; Accurately recording minutes from meetings; Greeting visitors and determining meeting eligibility; Using MS Office and other software for word processing, spreadsheets, databases, and presentations; Reading and distributing incoming memos and submissions; Participating in research and preparing presentations; Making travel arrangements for the executive; Managing office duties including ordering supplies and maintaining a records database; Managing incoming correspondence (faxes, emails); Providing general administrative support.