Executive Assistant

The ideal candidate will provide top-level assistance for Managing Director. They should be well-organized and be comfortable scheduling meetings and responding to emails on the MD'S behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Responsibilities

Calendar management for executives

Manage professional and personal scheduling for MD, including agendas, mail, email, phone calls, client management, and other company logistics

Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives

Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals

Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database

Maintain professionalism

Organize team communications and plan events, both internal and off-site

Objectives of this role

Support the MD primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently

Maintain and refine internal processes that support high-ranking executives company wide, and coordinate internal and external resources to expedite workflows

Manage communication with employees by liaising with internal and external executives on various projects and tasks

Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld

Required skills and qualifications

Four or more years of experience in an administrative role reporting directly to upper management

Excellent written and verbal communication skills

Strong time-management skills

Proficiency with office productivity tools.

Flexible team player, willing to adapt to changes and unafraid of challenges

Ability to maintain confidentiality of information related to the company and its employees

Experience in overseeing budgets and expenses

Experience in developing internal processes and filing system

Bachelor's degree or equivalent experience

Proficient in Microsoft Office suite

Experience in managing multiple priorities, administrative coordination, and logistics

Well-organized, detail-oriented, ability to multi-task with great follow-up skills