Executive Administrator

4 weeks ago

Saint Louis, United States EBS Recruiters LLC Full time
Job DescriptionJob DescriptionDescription:

Temporary Executive Administrative Assistant (8013)


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.


Responsibilities:

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.
Requirements:

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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