Executive Assistant

Client of Talentmate

The Executive Assistant plays a crucial role in supporting senior-level executives within the organization. This position requires a highly organized individual who can efficiently manage administrative tasks while maintaining confidentiality and professionalism. As an Executive Assistant, you will be tasked with managing schedules, coordinating meetings, preparing reports, and serving as a liaison between the executive and internal or external parties. Your ability to handle complex tasks with minimal supervision will contribute greatly to the productivity and success of the executive team. A successful Executive Assistant must be proactive, detail-oriented, and possess strong interpersonal skills to interact with a variety of stakeholders. You will represent the executive office, reflecting its values and mission in every interaction.

Responsibilities

• Manage executive's calendars, scheduling appointments, and prioritizing meetings effectively.
• Coordinate logistics for meetings, including booking venues and arranging necessary equipment.
• Prepare meeting agendas and distribute them to participants in advance.
• Serve as the primary point of contact for internal and external communications.
• Handle sensitive information with the utmost confidentiality and discretion.
• Compile and prepare reports, presentations, and correspondence as required.
• Assist in the preparation of well-organized and professional documents.
• Conduct research and prepare background information for meetings and projects.
• Maintain filing systems and manage document control processes diligently.
• Coordinate travel arrangements, including booking flights, hotels, and transportation.
• Track and reconcile executive expenses to ensure accuracy and compliance.
• Provide support with personal tasks and projects when necessary.

Requirements

• Bachelor's degree in Business Administration or related field preferred.
• Minimum of three years of experience as an Executive Assistant.
• Strong proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Excellent organizational skills, with the ability to multitask effectively.
• Exceptional written and verbal communication skills are required.
• Ability to work independently with minimal supervision in a fast-paced environment.
• Proven track record of managing calendars and scheduling appointments efficiently.