Executive Assistant - Job Description

We are looking for an Executive Assistant to support our executive team. Executive Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. You will manage mostly business-related tasks for the team such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks. To do this role properly you should have a detailed understanding of the full Microsoft Office suite, be extremely fast at solving problems and have experience as an executive assistant in the past. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.Coor

Executive Assistant Responsibilities:

• Acting as the point of contact among executives, employees, clients and other external partners
• Managing information flow in a timely and accurate manner
• Managing executives’ calendars and set up meetings
• Make travel and accommodation arrangements
• Rack daily expenses and prepare weekly, monthly or quarterly reports
• Oversee the performance of other clerical staff
• Preparing financial statements, reports, memos, invoices letters, and other documents.
• Answering phones and routing calls to the correct person or taking messages.
• Handling basic bookkeeping tasks.
• Filing and retrieving corporate records, documents, and reports and emails.
• Researching and conducting data to prepare documents for review and presentation by boards of directors and leaders.
• Helping prepare for meetings.
• Accurately recording minutes from meetings.
• Greeting visitors and deciding if they should be able to meet with executives. Re-scheduling appointments if the executive is not available at that time.
• Using various software, including word processing, spreadsheets, databases, and presentation software.
• Reading and analyzing incoming memos, submissions, and distributing them as needed.

·         Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.

• Performing office duties that include ordering supplies and managing a records database.
• Opening, sorting and distributing incoming emails, letters and other correspondence.
• Screen and direct phone calls and distribute correspondence
• Organize and maintain the office filing system

·         Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

• Provide general administrative support.

Executive Assistant Requirements:

• Proven experience as an executive assistant or other relevant administrative support experience.
• In-depth understanding of entire MS Office suite.
• Graduation Degree
• Ability to organize a daily workload by priorities.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Professional level verbal and written communications skills.
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Discretion and confidentiality
• PA diploma or certification is a plus