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Executive Administrative Coordinator for C-Suite
2 months ago
We are seeking a highly skilled and experienced Executive Administrative Coordinator to provide comprehensive support to our C-Suite executives at Melville Management Corp. The ideal candidate will possess a strong background in executive assistance, particularly with experience in managing relationships and activities related to charitable foundations.
Key Responsibilities- Manage the executive's calendar, ensuring efficient scheduling and logistics for both professional and personal engagements.
- Facilitate the executive's involvement with foundation activities, enhancing relationships and supporting philanthropic initiatives.
- Coordinate project-related calendars and assist with vendor management to ensure smooth operations.
- Prepare Requests for Quotations (RFQs) and liaise with external vendors effectively.
- Document meetings by taking notes and preparing memos, letters, and reports as required.
- Assist in managing email correspondence, often on behalf of the executive, ensuring timely responses.
- Organize travel arrangements for the executive and team members, collaborating with travel agents as necessary.
- Maintain and update the contact database, ensuring accuracy and completeness of records.
- Demonstrate availability to address urgent requests during standard business hours, understanding that some tasks may arise outside of these hours.
- Prioritize and respond promptly to emails requiring action from the executive.
- Handle all tasks with professionalism and meticulous attention to detail.
- Support the organization of onsite and offsite events, including invitation preparation and RSVP tracking.
- Assist with personal errands and special projects as needed.
- Prepare and deliver gift bags and other personal items as requested.
Education: Bachelor's degree required.
Experience: 5-7+ years as an Executive Assistant at a C-Suite level.
Skills:
- Exceptional attention to detail, organizational skills, and reliability.
- Proactive and forward-thinking approach to tasks.
- Positive demeanor with a willingness to support all team members.
- Excellent written and verbal communication abilities.
- Capability to communicate effectively with personnel at all levels and external contacts.
- Ability to work independently while managing multiple tasks in a fast-paced environment.
- Diplomatic and discreet in handling confidential information, demonstrating integrity at all times.
- High proficiency in Microsoft Office Suite, Google Suite, and Mac OS.
