Executive Assistant

The Executive Assistant involves duties such as managing calendars, coordinating travel arrangements, and supporting multiple executives. The Executive Assistant is a onsite, Monday-Friday: 8AM-5PM position.

Responsibilities of the Executive Assistant:

• Manage and maintain executive schedules, including scheduling travel and conferences, board meetings, making appointments, and making changes to appointments.
• Create and modify documents such as invoices, reports, memos, letters and other documents using word processing, spreadsheet, database, or presentation software.
• Read and analyze incoming memos, submissions, and distribute them as needed.
• Perform general office duties such as ordering supplies and maintaining records management database systems.
• File and retrieve corporate documents, records, and reports.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Prepare responses to correspondence containing routine inquiries.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Proficiency in using Concur for managing expenses and travel arrangements
• Proven experience in calendar management, efficiently scheduling and organizing meetings
• Exceptional communication skills, both written and verbal, for effective interaction with all levels of the organization
• Experience in managing conference calls, ensuring smooth and efficient communication
• Ability to handle correspondence professionally and confidentially
• Skilled in recording and distributing meeting minutes accurately and promptly
• Expertise in coordinating travel arrangements for executives, including flights, accommodations, and local transport
• Previous experience in organizing and managing executive meetings, board meetings, and ensuring all necessary materials are prepared in advance
• Ability to support multiple executives simultaneously, managing varying schedules and demands efficiently.