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Executive Operations Coordinator
2 months ago
We are looking for a highly efficient and detail-oriented Executive Operations Coordinator to deliver extensive administrative assistance to our leadership team. The successful candidate will excel in managing intricate schedules, organizing travel logistics, safeguarding confidential information, and facilitating effective communication with various stakeholders.
Key Responsibilities:Schedule Management:
- Oversee and coordinate the executive's calendar, including the arrangement of meetings, appointments, and conference calls.
- Evaluate and prioritize incoming requests for meetings, ensuring optimal use of the executive's time.
- Anticipate potential scheduling conflicts and proactively address them.
Travel Management:
- Organize both domestic and international travel plans for the executive, encompassing flights, accommodations, ground transportation, and other logistical needs.
- Prepare comprehensive travel itineraries and provide essential documents to ensure seamless travel experiences.
- Monitor travel disruptions and implement alternative arrangements as necessary.
Communication Oversight:
- Act as the primary liaison for internal and external communications on behalf of the executive.
- Screen and prioritize incoming correspondence, responding or redirecting as appropriate.
- Draft, edit, and proofread various documents, including correspondence and presentations.
Meeting Coordination:
- Prepare agendas, presentations, and briefing materials for meetings attended by the executive.
- Document minutes, track action items, and follow up on meeting outcomes as required.
- Coordinate logistics for both on-site and off-site meetings, including venue arrangements and catering services.
Information Management:
- Handle confidential and sensitive information with the utmost discretion.
- Maintain organized electronic and physical filing systems for easy access to documents.
- Conduct research and compile data on various topics as requested by the executive.
Relationship Management:
- Foster and maintain positive relationships with internal and external stakeholders, including board members, clients, partners, and vendors.
- Facilitate effective communication and collaboration between the executive and other team members and departments.
Special Projects:
- Assist the executive with various projects, initiatives, and tasks as assigned.
- Contribute to the overall efficiency and effectiveness of the executive office through continuous improvement efforts.
- Demonstrated experience as an executive assistant or in a similar capacity, supporting senior executives.
- Outstanding organizational and time management abilities, with a proven capacity to multitask and prioritize in a dynamic environment.
- Excellent verbal and written communication skills, with a strong attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to handle sensitive information with discretion and confidentiality.
- Professional demeanor and interpersonal skills, capable of engaging confidently with individuals at all levels.
- Flexibility and adaptability to shifting priorities and deadlines.
- Resourcefulness and strong problem-solving skills.
- Willingness to work outside standard business hours and travel occasionally, as required.
