Executive Assistant

About the role

An Executive Assistant’s job is to perform variety of administrative tasks and support our company’s senior-level managers. Executive Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.

SPECIFIC DUTIES AND RESPONSIBILITIES

• Act as the point of contact among executives, employees, clients, and other external partners.

• Assist with and execute personal and project errands with efficiency, such as organizing the logistics of projects

outside of events.

• Source Suppliers/Vendors for personal errands and projects.

• Manage information flow in a timely and accurate manner.

• Manage executives’ calendars and set-up meetings.

• Make travel and accommodation arrangements.

• Rack daily expenses and prepare weekly, monthly, and/or quarterly reports.

• Oversee the performance of other clerical staff.

• Act as an office manager by keeping up with the supply inventory.

• Format information for internal and external communication—memos, emails, presentations, and reports.

Key responsibilities

• Act as the point of contact among executives, employees, clients, and other external partners.
• Assist with and execute personal and project errands with efficiency, such as organizing the logistics of projects outside of events.
• Source Suppliers/Vendors for personal errands and projects.
• Manage information flow in a timely and accurate manner.
• Manage executives' calendars and set-up meetings.
• Make travel and accommodation arrangements.
• Track daily expenses and prepare weekly, monthly, and/or quarterly reports.
• Oversee the performance of other clerical staff.
• Act as an office manager by keeping up with the supply inventory.
• Format information for internal and external communication—memos, emails, presentations, and reports
• Take minutes during meetings.
• Screen and direct phone calls and distribute correspondence.
• Organize and maintain the office filing system.
• Assist in planning, coordination, and execution of event logistics, including venue preparation, transportation, equipment, and material requirements.

About you

• Bachelor's Degree or equivalent experience.
• Work experience as an Executive Assistant, Personal Assistant or similar role.
• Excellent MS Office knowledge.
• Outstanding organizational and time management skills.
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines).
• Excellent verbal and written communication skills.
• PA Diploma or Certification is a plus.