Executive Assistant

2 weeks ago

Doral, United States Offer Accept Full time

Offer Accept is seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support. This role is crucial for ensuring the smooth operation of daily tasks, enabling the executive to focus on strategic priorities. The ideal candidate will have a strong background in administrative duties, excellent communication skills, and the ability to manage a variety of tasks with precision and discretion. Key responsibilities include managing executive schedules, reconciling bank statements, and reviewing legal documents.


Key Responsibilities:


Calendar & Schedule Management:

  • Coordinate and manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
  • Ensure timely reminders and smooth transitions between meetings and activities.

Financial Management:

  • Reconcile bank statements and track financial transactions.
  • Assist in preparing expense reports, budgeting, and financial analysis.
  • Maintain accurate and up-to-date records of financial activities.

Document Management:

  • Review, proofread, and assist in the preparation of legal and business documents.
  • Ensure compliance with organizational policies in document filing and maintenance.
  • Manage confidential information with the utmost discretion.

Communication & Correspondence:

  • Serve as the first point of contact for internal and external communication, including answering calls, responding to emails, and drafting correspondence.
  • Maintain effective communication with stakeholders, ensuring that messages and actions are followed up on in a timely manner.

Project Coordination:

  • Support the executive in various ad-hoc projects and initiatives, ensuring deadlines are met.
  • Track project progress and communicate updates to relevant stakeholders.

Administrative Support:

  • Organize meetings, conferences, and events, including logistics, agendas, and follow-up tasks.
  • Manage office supplies and ensure the efficient operation of administrative processes.
  • Assist in other administrative tasks as needed, including personal tasks for the executive when appropriate.

Requirements:


Education & Experience:

  • Bachelor’s degree in Business Administration, Finance, or a related field preferred.
  • At least 3-5 years of experience in an executive assistant or similar administrative role.
  • Strong experience with financial reconciliation and handling legal documents.

Skills & Competencies:

  • Exceptional organizational and time-management skills.
  • Strong attention to detail and ability to manage multiple tasks simultaneously.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
  • Strong verbal and written communication skills.
  • Ability to handle sensitive and confidential information with discretion.
  • Proactive and capable of working independently in a fast-paced environment.

Other Requirements:

  • Ability to work flexible hours and adapt to changing priorities.
  • A collaborative mindset with a focus on achieving team goals.

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