Job Description

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to senior leadership. This role requires exceptional time management skills, strong attention to detail, and the ability to handle a wide range of administrative and executive support tasks. The ideal candidate thrives in a fast-paced environment and demonstrates sound judgment in handling confidential information.

Key Responsibilities:

• Calendar Management: Oversee complex calendar scheduling, including prioritizing and coordinating meetings across multiple time zones.
• Meeting & Event Planning: Plan, coordinate, and facilitate meetings, both onsite and offsite. Prepare agendas, secure venues, and manage logistics.
• Travel Coordination: Arrange domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
• Point of Contact: Serve as the primary liaison between executives, clients, and internal/external stakeholders, ensuring clear and professional communication.
• Correspondence & Document Preparation: Draft, review, and manage business correspondence, reports, presentations, and other written materials.
• Meeting Preparation: Organize and prepare briefing materials and presentations for meetings, conferences, and events.
• Minutes & Documentation: Record, transcribe, and distribute accurate meeting minutes and follow up on action items.
• Project Assistance: Support special projects and strategic initiatives by tracking progress, identifying potential delays, and reporting issues in a timely manner.
• Document Management: Maintain organized filing systems and manage digital and physical documentation effectively.
• Expense Reporting: Prepare and submit expense reports in a timely and accurate manner, in line with company policies.

Qualifications:

• Five to ten years of Executive Assistant experience
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant tools.
• Exceptional organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong interpersonal skills, highly organized and the ability to build relationships at all levels.
• Detail-oriented with a proactive approach to problem-solving.

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