Executive Assistant

As an Executive Assistant, you will be the main point of contact for all matters related to the CEO.

Responsibilities:

• Efficiently manage the CEO's active schedule, ensuring all appointments and meetings are timely and well-coordinated.
• Handle administrative duties for the CEO, including preparing correspondence and completing expense reports.
• Arrange detailed travel plans for the executive team, including itineraries and meeting documents.
• Coordinate logistics for high-level meetings within the organization and with external parties.
• Handle confidential materials and correspondence with utmost discretion.
• Act as the CEO's gatekeeper, managing requests from colleagues and clients for resources, information, and decision follow-ups.
• Delegate tasks and information requests to other employees, ensuring follow-ups are completed.
• Record and distribute minutes from executive and other meetings, tracking and following up on open items.
• Maintain organized files of reference materials for projects or clients as needed.
• Answer and screen incoming calls, initiating outgoing calls as requested.
• Keep the CEO updated on all activities, correspondence, and upcoming deadlines.
• Uphold our brand's core values, approach, and high standards of excellence in all client, media, and public interactions.
• Minimum of 2 years experience in an Executive Assistant position or similar role
• Proficiency in using ADP - Financial Services for payroll and HR management
• Experience in using Cisco Webex Meetings for virtual meetings and collaborations
• Familiarity with Concur for travel and expense management
• Knowledge of CRM systems for managing customer relationships and interactions
• Experience with Kronos Timekeeping System for workforce management
• Proficiency in About Time for time tracking and project management
• Excellent calendar management skills, able to organize and schedule appointments effectively
• Strong communication skills, both verbal and written, to effectively liaise with all levels of professionals
• Experience in managing conference calls, coordinating and ensuring smooth communication during meetings
• Proficient in handling correspondence, able to write and distribute emails, memos, and forms efficiently and professionally