We are seeking a highly organized and proactive Executive Assistant to support our executive team. The Executive Assistant will provide high-level administrative support by managing schedules, coordinating meetings, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Calendar Management
Key Accountabilities and Outputs
Manage and maintain executives' schedules, including scheduling appointments, meetings, and travel arrangements.
Coordinate and prioritize appointments and meetings with internal and external stakeholders.
Communication Management
Act as the primary point of contact for internal and external stakeholders on matters pertaining to the executives.
Screen and direct phone calls and distribute correspondence.
Handle requests and queries appropriately.
Meeting Coordination
Prepare agendas and take minutes during meetings.
Coordinate decks for the Senior Management Review and Planning and Control meeting.
Coordinate logistics and materials for meetings and conferences.
Follow up on action items and decisions made during meetings.
Administrative Support
Prepare and edit correspondence, communications, presentations, and other documents.
File and retrieve documents and reference materials.
Conduct research and collect data to prepare reports and documents.
Reconcile the Executive Team's monthly credit card statements.
Travel Coordination
Arrange complex and detailed travel plans, itineraries, and agendas.
Compile documents for travel-related meetings.
Office Management
Maintain office supplies inventory and anticipate office needs.
Assist in the onboarding of new staff members.
Coordinate office maintenance and repairs.
Project Support
Assist executives with project planning and coordination.
Track project deadlines and deliverables.
Qualifications And Experience
Bachelor’s degree preferred.
Previous experience in a similar role supporting senior management.
Familiarity with basic accounting principles and practices.
Own transport and driver’s license required.
SAP experience preferred.
Key Qualities
Personal Attributes
High level of integrity and confidentiality.
Strong interpersonal skills and ability to build relationships with stakeholders.
Excellent time management skills and ability to multitask and prioritize work.
Detail-oriented and able to work with a high degree of accuracy.
Working Conditions
This position typically operates in an office environment.
Extended hours and occasional weekend work may be required.
Salary And Benefits
Competitive salary based on experience and qualifications.
Comprehensive benefits package including health insurance, retirement plan, and annual leave.