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Administrative Coordinator for Executive Leadership
2 months ago
Position Summary:
The Executive Assistant plays a crucial role in delivering extensive administrative support to the executive. Responsibilities encompass managing information requests, overseeing the executive's calendar and email, and executing clerical tasks such as drafting correspondence, welcoming clients, organizing conference calls, and scheduling both in-person and virtual meetings. This position demands a high level of professionalism, efficiency, and discretion while handling sensitive matters under tight deadlines. Additionally, the role involves assisting with personal errands and tasks, ensuring a seamless balance between professional and personal obligations.
Key Responsibilities:
Administrative Duties:
- Oversee the executive's calendar, arrange appointments, and facilitate meetings.
- Manage correspondence, including emails, phone communications, and written documentation.
- Draft and refine documents, reports, and presentations.
- Organize and maintain both physical and digital files.
- Monitor action items and critical issues to ensure resolution with integrity and accountability.
- Centralize all contact information and maintain tracking documents.
Personal Support:
- Assist with personal errands and tasks, including research and coordination with household vendors.
- Manage personal schedules and appointments.
- Oversee personal finances, including bill payments and expense tracking.
Travel Management:
- Coordinate travel arrangements, including flights, accommodations, and transportation for both business and personal needs.
- Accompany the executive on business trips as required to provide support.
Meeting and Event Coordination:
- Organize and manage meetings, conferences, and events.
- Prepare meeting agendas, document minutes, and distribute as necessary.
- Ensure all logistical aspects of meetings are handled, including venue bookings and catering arrangements.
Financial Oversight:
- Process expense reports and track receipts.
- Assist in budget preparation and financial reporting.
Office Administration:
- Perform standard office tasks such as answering phones, filing, ordering supplies, and setting up meeting rooms.
- Provide support across multiple office locations for meetings and visitor coordination.
- Collect and manage mail addressed to the executive and forward correspondence appropriately.
Communication Facilitation:
- Act as a liaison between the executive and internal/external stakeholders.
- Ensure timely and accurate communication on behalf of the executive.
- Provide regular updates on outstanding administrative tasks.
Project Coordination:
- Assist in planning and executing special projects.
- Track project timelines and deliverables to ensure timely completion.
- Support the creation of reports, charts, budgets, and other presentation materials for the executive.
Qualifications:
- High School diploma or equivalent; bachelor's degree preferred.
- 4+ years of experience in executive support or related fields.
- Exceptional organizational skills with a keen attention to detail.
- Willingness to work flexible hours, including early mornings and evenings as necessary.
- Demonstrated professionalism and integrity in all interactions.
- Proficient in standard office software, including MS Word, Excel, Outlook, and PowerPoint.
- Strong communication skills, both written and verbal, with the ability to engage with diverse audiences.
- Ability to work independently and collaboratively to achieve objectives.
- Proven problem-solving skills and the ability to maintain confidentiality.
- Adaptability to changing work environments and priorities.
Work Environment:
The work environment is typically indoors in a controlled office setting with a low to moderate noise level. Regular attendance in the office is required, and while performing job duties, the employee will be primarily seated for the duration of the shift.
This job description is intended to provide a general overview of the position and is subject to change as needed. Other related duties may be assigned.
