Overview
An Executive Assistant (EA) is a highly organized professional who provides comprehensive administrative support to the Chairman, managing his calendar, handling correspondence, arranging travel, coordinating meetings, and performing other complex tasks to ensure smooth operation and efficient time management. Requiring strong communication skills, discretion, and the ability to anticipate needs and prioritize tasks effectively.
Duties & Responsibilities
- Calendar Management:
Proactively manage the executive's calendar, scheduling meetings, appointments, and calls, ensuring accurate time allocation and conflict resolution.
- Communication Management:
Screen incoming calls and emails, prioritize correspondence, draft responses, and manage communication flow.
- Meeting Coordination:
Prepare meeting agendas, gather relevant materials, coordinate attendees, and take detailed minutes.
- Document Management:
Organize and maintain electronic and physical files, prepare presentations, and manage document flow.
- Project Management:
Assist with specific projects by coordinating tasks, deadlines, and follow-up
- Office Administration:
Manage office supplies, coordinate office services, and handle administrative tasks as needed.
- Travel Arrangements:
Organize domestic and international travel, including booking flights, accommodations, ground transportation, and managing itineraries.
- Expense Reporting:
Track and submit expense reports for the executive.
Knowledge, Skills, and Abilities
- Exceptional Communication Skills: Excellent written and verbal communication to interact effectively with internal and external stakeholders.
- Organizational Skills: Strong ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectively.
- Discretion and Confidentiality: Ability to maintain confidentiality of information related to the company and its employees.
- Proficiency in Technology: Expertise in Microsoft Office Suite, calendar applications, and other relevant software.
- Adaptability and Flexibility: Ability to adjust to changing priorities and handle unexpected situations.
- Attention to Detail: Meticulous focus on accuracy and quality in all tasks.
- Highly organized: able to prioritize and manage time efficiently with the ability to handle fast-paced and deadline-driven environment.
- Take initiative: follow through on assignments and ask for clarification if needed.
- Reliable: dependable and acts independently when performing assignments.
Credentials and Experience.
- College degree in Business Administration or related field preferred.
- Four or more years of experience in an administrative role reporting directly to upper management.
- Preferable finance background.
- Preferable knowledge of the stock market.
- Flexibility and availability for last-minute or emergency needs over weekends/nights.