Executive Assistant

About the role

We are seeking a proactive and highly organized Executive Assistant to support our executive team. The Executive Assistant will be an integral part of a dynamic and expanding team, contributing to our growth and success. Strong communication and multitasking skills are essential, along with the ability to maintain confidentiality and handle sensitive information with discretion.

Responsibilities

• Travel & Expense Management: Handle travel arrangements and expense reports for executives, ensuring accuracy and compliance with company policies.
• Executive Support: Provide comprehensive support to 3-4 executives, managing their schedules, communications, and assisting with various tasks as needed.
• Meeting Coordination: Take detailed notes during meetings, track action items, follow up on outstanding tasks, and prepare meeting minutes to document key decisions and discussions.
• Presentation Creation: Develop and edit PowerPoint presentations, ensuring a polished and professional look. Collaborate with executives to create impactful presentations for various purposes.
• Calendar Management: Exhibit exceptional calendar management skills, being diligent in juggling priorities and using tech tools efficiently. Understand the criticality of meetings and discern which can be rescheduled and which are non-negotiable.
• Limited Travel: Occasionally travel for quarterly meetings, ensuring all arrangements are made seamlessly.
• Analytical and Decisive: Utilize analytical skills to process information, solve problems, and make informed decisions. Demonstrate decisiveness in managing priorities and handling time-sensitive tasks.
• Collaborative Approach: Work with executives to build a strong working relationship to understand their preferences and workstyles. Proactively anticipate their needs to provide exceptional support.
• General Administrative: Work as a team alongside other Executive Assistants and Receptionists to ensure office amenities and common areas are well-stocked, maintained, and running smoothly.

Qualifications

• Bachelor’s Degree (B.S.) preferred; relevant experience considered in lieu of a degree.
• Six (6+) years of experience directly supporting C-level Executives.
• Proven experience as an executive assistant or similar role, preferably in a global enterprise.
• Experience with AI tools preferred.

Skills

• Tech-savvy with proficiency in Microsoft Office Suite, particularly PowerPoint.
• Exceptional organizational and time management skills.
• Strong analytical and problem-solving abilities.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise discretion.
• Flexible and adaptable to changing priorities.
• Ability to occasionally move about the office to access file cabinets, office machinery, and other resources.
• Must be able to remain in a stationary position 50% of the time.
• Ability to be agile and have fun!