Executive Assistant
2 days ago
Responsibilities:
• Manage and maintain executive schedules, ensuring efficient time management. • Make travel arrangements for executives, ensuring smooth and timely travel. • Prepare reports, memos, invoices, letters, and other documents, ensuring clear and effective communication. • Answer phones and route calls to correct personnel or take messages, ensuring good customer service. • File and retrieve corporate records, documents, and reports, ensuring organized record keeping. • Organize meetings, including scheduling, sending reminders, and arranging catering when necessary. • Greet visitors and decide whether they should meet with executives, ensuring a detail oriented and welcoming environment. • Use various software, including word processing, spreadsheets, databases, and presentation software, to support executive needs. • Read and analyze incoming memos, letters, submissions, and distribute them as needed, ensuring efficient communication flow. • Provide general administrative support, ensuring smooth office operations. • Assist in preparing internal and external communications, ensuring clear and effective communication. • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors. • Undertake project and event management tasks, ensuring successful execution and follow-up. • Maintain office supplies and coordinate maintenance of office equipment, ensuring a well-stocked and functional office environment. • Maintain a high degree of confidentiality and discretion in regard to all matters and documents, ensuring detail oriented ethics and privacy.
• Minimum of 3 years' experience in an Executive Assistant role or similar
• Proficiency in Customer Relationship Management (CRM) software
• Demonstrated ability in managing calendars, scheduling appointments, and event planning.
• Exceptional communication skills, both written and verbal
• Experience in organizing and managing conference calls
• Proven ability to handle correspondence professionally and confidentially
• Proficiency in Microsoft Office including Word, Excel, and PowerPoint
• Experience in preparing correspondence such as letters, memos, and emails
• Ability to prepare comprehensive reports, summarizing data and information
• High level of organization and attention to detail
• Demonstrated ability to work independently and proactively
• Exceptional problem-solving skills and ability to make decisions under pressure.
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