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Executive Administrator
4 weeks ago
We are seeking a highly organized, detail-oriented, and proactive individual to join our team as a Temporary Executive Administrative Assistant. This short-term position will provide essential administrative support to our executive management team during a period of increased workload, covering a temporary absence, or assisting with a special project. The successful candidate will play a crucial role in ensuring the smooth functioning of our organization by efficiently managing administrative tasks and supporting the executive team.
Calendar and Schedule Management:
- Efficiently manage the executive's calendar, schedule meetings, appointments, and conference calls.
- Resolve scheduling conflicts promptly and handle any necessary adjustments.
Travel Coordination:
- Coordinate domestic and international travel arrangements for the executives, including flight bookings, hotel accommodations, ground transportation, and necessary travel documentation.
Correspondence and Communication:
- Assist with drafting and proofreading emails, letters, reports, and other correspondence on behalf of the executive team.
- Handle incoming communications, prioritizing and redirecting as needed.
Meeting Support:
- Prepare meeting materials, including agendas, presentations, and reports.
- Attend meetings when required to take minutes, track action items, and provide follow-up support.
Document Management:
- Organize and maintain digital and physical files, ensuring confidentiality and easy retrieval of essential documents.
Expense Management:
- Process and track expense reports, ensuring adherence to company policies and procedures.
Project Assistance:
- Provide administrative support to specific projects led by the executive team, including research, data analysis, and coordination with other departments.
Office Coordination:
- Oversee and manage office supplies, equipment, and other related administrative needs.
Interdepartmental Collaboration:
- Collaborate with other administrative staff and departments to ensure seamless operations and effective communication.
Confidentiality and Discretion:
- Handle sensitive and confidential information with the utmost discretion and maintain a high level of professionalism at all times.
Qualifications:
- Proven experience as an executive administrative assistant or similar role.
- Strong organizational skills and the ability to prioritize tasks effectively.
- Excellent written and verbal communication skills.
- Proficiency in using office software, including MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to multitask and work under pressure to meet deadlines.
- Detail-oriented with a focus on accuracy and precision.
- Strong problem-solving skills and the ability to think on your feet.
- Demonstrated ability to maintain confidentiality and handle sensitive information.
- Flexibility and adaptability to work in a dynamic and fast-paced environment.
- Professional demeanor and strong interpersonal skills to interact with internal and external stakeholders.
- A proactive attitude with a willingness to take initiative and assume responsibilities.
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