The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.
Responsibilities
- Managing Schedules: Organizing and maintaining calendars, scheduling appointments, meetings, and travel arrangements for executives.
- Communication: Screening and managing phone calls, emails, and other correspondence on behalf of executives. Drafting and preparing documents, presentations, and reports.
- Meeting Coordination: Coordinating and preparing materials for meetings, including agendas, presentations, and minutes. Often responsible for arranging meeting venues and catering.
- Administrative Support: Handling administrative tasks such as filing, record-keeping, data entry, and managing office supplies and equipment.
- Project Assistance: Assisting with special projects as assigned by executives. This may involve research, analysis, and coordination with other team members.
- Gatekeeping: Acting as a gatekeeper to executives, managing access to their time and ensuring that only relevant and important matters reach them.
- Relationship Management: Building and maintaining relationships with internal and external stakeholders, including clients, partners, and vendors.
- Confidentiality: Handling sensitive information with discretion and maintaining confidentiality at all times.
- Problem Solving: Addressing issues and solving problems independently when possible, and escalating important matters to executives as needed.
- Team Support: Collaborating with other administrative staff and providing backup support when necessary.
Qualifications
- Bachelor's degree or equivalent experience
- Proficient in Microsoft Office suite
- Experience in managing multiple priorities, administrative coordination, and logistics
- Well-organized, detail-oriented, ability to multi-task with great follow-up skills
- Strong written and verbal communication skills
