Executive Assistant

Essential Duties and Responsibilities:

Provides high level of administrative support to Executive and department(s) in a variety of settings.
Act as a liaison between Executive and Department(s).
Maintains multiple calendars, schedules meetings, and resolves calendar conflicts for Executive and others as requested.
Strong calendar management with ability to make organized decisions about scheduling meetings, resolving calendar conflicts, working in conjunction with multiple calendars, proper time zones and documentation within the calendars.
Professionalism at the highest level regarding all communications with internal associates and external clients.
Complete organization of all meetings, special events and luncheons, including reserving conference rooms; technical support, arranging for catering, special events, and working luncheons. Completes and maintains meeting minutes and action items as requested.
Complete registrations to attend conferences, and presentations for Executive and department(s) as requested. Handling of all details relating to conferences or off-site meetings
.Organize and analyse information; cross-check and validate information for accuracy.
Prepares all PowerPoint presentations and any other documents needed for conferences and meetings.
Obtains flight options, books flights, hotel, registrations, car rental, shuttle service, car service, and preparation of travel file to include all details of travel, locations, and times of meetings, directions, and maps, as well as discussion materials. Ability to professionally negotiate discounted rates with hotels when appropriate.
Handles all company-related expenses in a timely manner to ensure proper reimbursement.

Qualifications:

BA/BS degree preferred.
3+ years’ work experience as an Executive Assistant and/or significant experience in a small to mid-size corporation. C-level executive administration experience preferred.
Position requires excellent written and verbal communication, organizational, and interpersonal skills.
In addition, an extensive knowledge of computer software applications, including all products in the Microsoft Office Suite, spreadsheets and database management is required (experience with iWork, Photoshop & InDesign a plus).
Must be able to use sound judgment and discretion and must demonstrate professionalism and initiative to drive organizational processes.
Must be able to work independently with minimum supervision while being adaptable and versatile in a constantly evolving and competitive business.
Must be able to initiate and complete projects independently, accurately, and often under deadline pressure.
Must have the ability to process, prioritize, assign and follow-up on requests.
Must be reliable and proactive and maintain attention to detail, follow-through, organizational and prioritization skills with excellent grammar and proofreading skills.
Must be a team player with the ability to interact with all levels of management and staff and manage multiple deadline expectations effectively.
Must have the ability to exercise considerable tact and discretion when dealing with sensitive issues and confidential information.
Flexible and able to handle ad hoc issues that may arise outside of core business hours.
Available to work on weekends and holidays when necessary.

Apply via :

www.linkedin.com