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Executive Assistant

3 months ago

Willow Grove, United States London Approach Full time

The ideal candidate will provide top-level assistance for high level executives by tending to requests and performing clerical duties. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf.

Responsibilities

  • Provides a wide range of complex office administration and support to senior-level executives, directors, and managers, maintaining professionalism at all times.
  • Uses discretion and strict confidentiality with all company materials and proprietary information, including appointments, visitor and personnel identification, status, and location.
  • Coordinates complex scheduling and extensive calendar management, ensuring smooth information flow to senior executives.
  • Manages all travel and event logistics, including technology and equipment, food and beverages, transportation, and lodging.
  • Prepares and maintains comprehensive memoranda, data, lists, and other pertinent information for outside legal counsel, agencies, clients, and preferred vendors.
  • Pulls data from various sources to develop recurring or one-time reports, maintains databases, spreadsheets, and other tools used in data analysis, and locates and corrects errors in reports.
  • Ensures timely payment, administration, and record-keeping of vendor invoices and company cardholder transactions.
  • Arranges and maintains extensive files for case management or other projects in various stages of development.
  • Performs administrative and office support tasks, such as typing, dictation, spreadsheet creation, faxing, email, and document retention.
  • Prepares, updates, and maintains standardized correspondence, including agreements, information requests, meeting minutes, and board resolutions.


Qualifications


  • High School Diploma or Associates required
  • 5+ years of relevant experience as a Executive Assistant or Senior-Level Administrative Assistant
  • Proficient in Microsoft Office suite and possesses the ability to learn new software systems
  • Strong organizational, project management, and problem-solving abilities, with adept multitasking skills
  • Excellent communication and interpersonal skills, capable of providing information and services to diverse internal and external contacts.