Executive Assistant

This is a long-term contract employment opportunity that does not involve full-time, permanent, or temporary work.

Responsibilities:

• Oversee the calendar management for the Managing Director, including scheduling meetings, events, and conference calls.
• Provide administrative support to the Managing Director and the wider team as needed.
• Collaborate with other Executive Assistants to arrange meetings with various stakeholders.
• Prepare meeting agendas, record minutes, and ensure follow-up on action items.
• Coordinate domestic travel arrangements for the team, including the creation of detailed travel packets.
• Manage vendor interactions and expense reports.
• Regularly communicate and interact with government offices and agencies.
• Undertake any special projects or duties as required.
• Use ADP - Financial Services, Cisco Webex Meetings, Concur, CRM, Kronos Timekeeping System, About Time, Calendar Management, Communication, Conference Calls, Correspondence, Book Travel Arrangements, MS Office, Microsoft Outlook, Schedule Appointments, and Meeting Minutes skills to perform tasks efficiently and effectively.
• Proven experience in a similar role, preferably within the non-profit sector
• Proficiency with ADP - Financial Services, Cisco Webex Meetings, Concur, CRM, and Kronos Timekeeping System
• Familiarity with About Time software
• Strong calendar management skills and ability to coordinate conference calls
• High-level written and verbal communication skills for managing correspondence
• Experience with booking travel arrangements and scheduling appointments
• Proficiency with MS Office, particularly Microsoft Outlook
• Ability to take detailed meeting minutes
• Ability to work independently and prioritize tasks
• Strong organizational skills and attention to detail
• Commitment to maintaining confidentiality and handling sensitive information with discretion
• Demonstrated ability to work effectively within a team
• Ability to meet deadlines and manage stress effectively in high-pressure situations
• Understanding and commitment to the mission and values of the non-profit sector.