Role purpose:
The Executive Assistant will provide comprehensive administrative support to members of the executive team, ensuring smooth and efficient operations within the organization. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion. The ideal candidate will be a proactive problem-solver with strong communication skills and the ability to manage multiple tasks and priorities effectively.
Key accountabilities:
Technical Activities:
- Manage executives' calendars, schedules, and appointments, coordinating meetings, conferences, and travel arrangements as needed.
- Prepare and distribute correspondence, reports, presentations, and other documents on behalf of executives, ensuring accuracy and professionalism.
- Conduct research, gather data, and compile information to support decision-making and facilitate effective communication and collaboration.
- Anticipate executives' needs and proactively address issues or concerns, taking initiative to resolve problems and streamline processes.
- Maintain confidential files, records, and databases, exercising discretion and confidentiality in handling sensitive information.
- Manage expense reports, invoices, and other financial documents, ensuring accuracy, compliance, and timely processing.
Relationship management:
- Serve as the primary point of contact for internal and external stakeholders, screening and directing phone calls, emails, and other communications to appropriate parties.
- Liaise with other departments and external partners on behalf of executives, fostering positive relationships and facilitating communication and collaboration.
Communication:
- Assist with the planning and execution of special events, corporate functions, and team meetings, coordinating logistics and managing RSVPs.
General:
- Assist with ad hoc projects, initiatives, and tasks as assigned by executives, demonstrating flexibility and adaptability to changing priorities and deadlines.
Experience and personal qualities
Essential:
- Proven experience as an executive assistant or administrative professional supporting senior executives or leadership teams.
- Excellent organizational and time management skills, with the ability to prioritize tasks, multitask, and meet deadlines in a fast-paced environment.
- Strong written and verbal communication skills, with the ability to communicate effectively with individuals at all levels of the organization.
- Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Discretion and confidentiality in handling sensitive information and maintaining professional relationships with stakeholders.
- Attention to detail and accuracy in all aspects of work, including document preparation, data entry, and record-keeping.
- Proactive problem-solving abilities, with a resourceful and adaptable approach to addressing challenges and finding solutions.
- Ability to work independently with minimal supervision while also collaborating effectively as part of a team.
Desirable:
- Professional demeanor, positive attitude, and strong work ethic, with a commitment to excellence and continuous improvement.
