Title:  Executive Assistant

Job Summary

The Executive Assistant provides high-level administrative support to the executive team, ensuring efficient operation and coordination of activities. This role involves managing schedules, handling communications, organizing meetings, and performing various administrative tasks to facilitate the executive's ability to lead the organization effectively.

Specific areas of responsibility of the Executive Assistant include:

o    Manage and maintain the executive’s calendar, scheduling appointments, meetings, and travel arrangements.
o    Coordinate and organize meetings and weekly staff meetings, including preparing agendas, taking minutes, and following up on action items.
o    Handle incoming and outgoing communications, including emails, phone calls, and correspondence.
o    Act as a liaison between the executive and internal/external stakeholders, ensuring timely and effective communication.
o    Prepare and edit reports, presentations, and other documents as needed.
o    Conduct research and gather information to support the executive’s decision-making process.
o    Manage and maintain confidential files and records.
o    Travel Coordination: Arranging travel itineraries, including flights, accommodations, and transportation.
o    Problem-Solving: Addressing and resolving travel-related issues promptly.
o    Expense Reporting: Preparing and processing travel expense reports accurately.
o    Budgeting: Monitoring and managing the executive’s budget and expenses.
o    Expense Tracking: Keeping accurate records of expenses and ensuring they are within budget.
o    Financial Reporting: Preparing financial reports and summaries for the executive’s review.
o    Assist in the planning and execution of special projects and initiatives.
o    Track progress and ensure deadlines are met.
o    Oversee office supplies and equipment, ensuring the executive’s workspace is well-organized and functional.
o    Coordinate with other administrative staff to support office operations.
o    Plan and coordinate events, conferences, and other activities as required.
o    Manage logistics, including venue selection, catering, and guest invitations.

Job Requirements

o    Excellent organizational and time-management skills.
o    Strong written and verbal communication abilities.
o    Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
o    Ability to handle confidential information with discretion.
o    Strong problem-solving skills and attention to detail.
o    Ability to work independently and as part of a team.
o    High level of professionalism and integrity.
o    Strong interpersonal skills and the ability to build relationships with stakeholders.
o    Adaptability and the ability to manage multiple priorities in a fast-paced environment.
o    Proactive and resourceful with a positive attitude.
o    Full-time position, typically Monday through Friday.
o    Occasional evening or weekend work may be required.
o    Some travel may be necessary.

Education

o    Education: Bachelor’s degree in business administration, Communications, or a related field preferred.
o    Experience: Minimum of 3-5 years of experience as an Executive Assistant or in a similar role.