Executive Assistant

3 days ago

Plano, United States Cogent Infotech Corporation Full time
Job DescriptionJob Description

 

 

Description:

Managers are looking for an Executive Assistant who’ll be working with two C-level Executives that are working in Eastern and Pacific time zones respectively.

The candidate should be a great self-learner and should be able to hit the ground running with minimal assistance.

 

What we’re looking for Under limited supervision, The Executive Assistant will provide administrative support directly to the Executive exercising confidentiality, tact, and diplomacy. The Executive Assistant will also partner with the management team in daily business operations and project coordination, while handling sensitive and confidential information in a professional and proactive manner.  The Executive Administrative Assistant also serves as a facilitator who may coordinate deadlines and either handle them directly, or through others, handle project coordination and completion.

 

What you’ll be doing:

•       Support C-level/Executive teams with travel arrangements, expense reports, additional reports/proposals/presentations, etc.

•       Provide support to the Executives to ensure that all office operations run smoothly and all administrative details of daily functions are managed.

•       Handle all administrative tasks, including mail, catering for meetings, conference room scheduling, and maintenance of office supplies.

•       Plan and coordinate numerous, complex meetings and conference calls, including preparation and maintenance of related materials.

•       Manage the Executive’s calendar and travel schedule.

•       Manage, coordinate and track onboarding for all new team members and business partners and ensure status is communicated proactively.

•       Assist with coordination of large client engagement meetings, vendor meetings. offsite meetings, etc. (Demos provided as needed and could include motivational speakers).

•       Maintain TEAMs/SharePoint sites, coordinates, and arranges for conferences, meetings, and events.

•       Working proficiency in use of automated calendar management tools (e.g., Outlook, Excel, and other Microsoft tools, etc.) with minimal to no guidance.

•       Leverage Microsoft Office tools to prepare and review documents (e.g., emails, slides, spreadsheets, etc.) to support teams and improve quality.

•       Assists and coordinates monthly virtual touchpoints as needed.

•       Identifies and develops relationships with key internal and external client contacts gaining recognition as a business partner/resource.

 

Requirements:

What you bring:

•       5+ years recent executive administrative support experience for a large company or global brand with international operations.

•       Ability to work flexible hours to accommodate Executives in different time zones.

•       Administrative experience including customer service / correspondence and handling of incoming calls.

•       Experience with executive travel arrangements (domestic and international) and calendar management.

•       Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.

•       Possess the ability to learn the work patterns and anticipate the needs of executive teams in a fast pace company.

•       Strong attention to detail with excellent time management skills and experienced with multitasking on multiple projects and tasks.

•       Organized, accountable, and personable with very clear and efficient communication style

•       Drive process changes to ensure continuous improvement.

•       Pro-active, self-motivated, with the ability to work independently to complete tasks.

 

Bonus if you have (Preferred):

 

•       Associate degree or equivalent work experience.

Company DescriptionAt Cogent, we are dedicated to pushing the boundaries of our expertise to set new industry standards. Through continuous refinement of our processes and broadening our services to meet evolving needs across industries, we provide effective, future-forward and comprehensive solutions.Company DescriptionAt Cogent, we are dedicated to pushing the boundaries of our expertise to set new industry standards. Through continuous refinement of our processes and broadening our services to meet evolving needs across industries, we provide effective, future-forward and comprehensive solutions.

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