Personal Assistant
2 weeks ago
As the Personal Assistant to our Executive, you will play a crucial role in facilitating the efficient functioning of our executives' daily tasks and ensuring that they can focus on their responsibilities. You will be responsible for managing the executive's schedule, handling correspondence, and providing essential support. Duties include but are not limited to:
Bookkeeping
- Balance executives personal accounts, ensuring invoices are paid in a timely manner.
- Balance executives corporate accounts, ensuring invoices are paid in a timely manner.
- Calculate, prepare, and issue bills, invoices, account statements, and other financial statements according to established procedures.
- Prepare expense reports.
- Efficiently manage the executives' schedule, making last-minute changes and adaptations, as necessary.
- Review daily emails and set up calendar system to categorize by importance
- Prepare, proofread, and edit documents, reports, and presentations for the executive.
- Handle emails, phone calls, and other correspondence on behalf of the executive, often with tight deadlines.
- Professional verbal and non-verbal communication
- Plan and coordinate domestic and international travel, including flights, hotels, transportation ensuring a seamless travel experience.
- Reconcile all travel receipts creating expense reports using our Concur system in a timely manner
- Make personal appointments for executive including personal appointments, travel arrangements including personal and professional trips.
- Handle personal matters such as making personal appointments, serving as a signatory and responding to personal matters.
- Managing videoconferencing, fax communications and office equipment for the executive.
- Plan occasional business and personal parties to entertain customers, employees, or other business colleagues as required.
- Arrange meetings, appointments, and prepare agendas, and take notes when required.
- Responsible for coordinating corporate lunches, managing corporate employee concessions, and managing corporate conference room(s)
- Negotiating with vendors for corporate meetings and events
Requirements:
- High School diploma or equivalent required
- Two (2) + years of experience as an Executive Assistant, Personal Assistant, or similar role is required
- Ability to remain calm under pressure and adapt to abrupt changes
- Resilient and flexible with changes
- Highly organized and proactive with managing work assignments.
- Able to be patient and handle high stress situations
- Maintain a professional demeanor and strong interpersonal skills.
- Excellent MS Office knowledge, Mastery of Excel and PowerPoint considered a plus
- Outstanding organizational and time management skills
- Familiarity with office machines and applications
- Excellent verbal and written communications skills
- Always maintain strict confidentiality and discretion. This is a requirement for the position.
- Requires current Driver's License with an acceptable Motor Vehicle Record (MVR)
- Must be available to work a flexible schedule based on business needs, including days, occasional nights, occasional weekends, and occasional holidays
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