Executive Assistant

The Executive Assistant role involves providing support to executives, managing confidential materials, and acting as a primary liaison for high-level communications. Key responsibilities include organizing meetings, handling travel arrangements, preparing budgets, and organizing correspondence on behalf of the executive. The position requires strong organizational skills, discretion, and the ability to prioritize tasks in a fast-paced environment. Candidates should have at least three years of experience, including two years supporting senior management, along with excellent communication skills and proficiency in Microsoft Office applications. This role is crucial for ensuring the smooth operation of executive functions and requires a proactive approach to problem-solving and decision-making.

Responsibilities:

• Email Management (Organizing and prioritizing emails) and Calendar Management (Scheduling meetings, appointments, and reminders)
• Document Preparation: Creating, editing, and formatting documents, presentations, and reports
• Meeting Coordination: Setting up virtual meetings, sending invites, and managing RSVPs
• Meeting Documentation: Recording the minutes of meetings and providing the resulting documents as necessary
• Travel Arrangements (Booking flights, hotels, and transportation) and Itinerary Management (Creating detailed travel itineraries)
• Event Coordination: Planning and organizing virtual and in-person events (Yes for virtual events partially for in-person events, limited to what is possible remotely)
• Business Meeting Management: Providing recommendations for restaurants, entertainment, and activities
• Utilize the global IT Service Management ticket system (ServiceNow) to manage technical support topics including: Assisting with basic technical issues and coordinating with IT support; Helping with the use of various software applications; System Updates: Ensuring software and systems are up-to-date
• Expense Management (Tracking and reporting expenses) and Invoice Processing (Managing invoices and payments via Accounts Receivable and Accounts Payable functions)
• Other duties as assigned

Qualifications:

• Academic degree or equivalent diploma in relevant subject matter 
• A minimum of 3 years of experience, with at least 2 years as a senior-level executive assistant
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with web meeting applications
• Strong time management skills: the ability to multi-task
• Confidentiality: Proven ability to handle sensitive information with discretion and integrity