Executive Assistant

The job function spans across facilitating communication, organizing large-scale events, and maintaining accurate records, among other responsibilities.

• Act as the primary contact and information source for chief executives and staff members, prioritizing and screening calls, correspondence, and visitors with discretion.
• Coordinate and strategically place meeting and time requests.
• Act as a liaison from the C-Suite Office to external partners & organizations, including coordinating travel arrangements and necessary preparations.
• Reconcile expenses and support scheduling needs for the Board of Directors.
• Coordinate and execute requests related to office environment and needs associated with the office facility.
• Serve as a facilities liaison and point person for the assigned office location.
• Research, analyze, and summarize business information while maintaining confidentiality of sensitive corporate & personnel information.
• Utilize advanced skills to create complex word processing, spreadsheets, and graphics documents using Microsoft Word, PowerPoint, Excel, and the internet.
• Schedule and maintain calendar, travel itineraries, and related arrangements.
• Coordinate logistics of large-scale events, off-site meetings, conferences, workshops, etc.
• Initiate and prepare correspondence, memoranda, reports, meeting minutes, follow-ups, etc. • Proven experience as an Executive Assistant in a fast-paced environment
• Proficiency in ADP - Financial Services
• Proficiency in Cisco Webex Meetings for online collaboration and communication
• Experience with Concur for travel and expense management
• Proficiency in using CRM systems for managing customer relationships
• Knowledge of Kronos Timekeeping System and About Time for efficient time tracking
• Strong skills in Calendar Management for scheduling and organizing meetings
• Excellent Communication skills, both written and verbal
• Experience in managing Conference Calls and Correspondence
• Proven track record in organizing Executive Meetings
• Detail-oriented with strong problem-solving skills
• Ability to work independently and prioritize tasks
• Highly discreet and able to maintain confidentiality
• Strong interpersonal skills with a detail oriented demeanor
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Suite (Docs, Sheets, Slides)
• Bachelor's degree in Business Administration or related field is preferred.