Executive Assistant

Job Description

Job Description

ESSENTIAL DUTIES/RESPONSIBILITIES/FUNCTIONS:

· Communication Management

o Monitor and filter inbox (including spam/junk).

o Respond to routine emails; escalate others for review.

o Draft, proofread, and edit communications, including emails, reports, and presentations

o Prepare concise and well-structured messages for both internal and external recipients, ensuring a professional tone and clarity.

o File relevant correspondence.

o Manage and schedule video requests.

· Calendar, Meeting Coordination and Contact Management

o Manage and maintain Executive's short and long-term complex calendar, organize and maintain contacts list, schedule meetings, and coordinate appointments with careful attention to priorities and potential conflicts.

o Organize and prioritize commitments to ensure optimal use of time.

o Anticipate and prepare for upcoming meetings by organizing relevant materials, equipment, information needed to support productive discussions

o Serve as the primary point of contact and liaison between Executive and internal departments, external vendors, and leadership teams, ensuring seamless communication, facilitating collaboration between departments to ensure timely progress on shared goals and smooth day-to-day activities.

· Travel and Event Planning

o Coordinate and book travel arrangements (both domestic and global) in accordance with Executive's travel preferences, including flights, accommodations, and itineraries, ensuring all aspects are accounted for and confirmed in advance.

o Organize events and offsite meetings as needed, handling logistics and ensuring everything runs smoothly.

o Ensure all travel documents, including passports, visas, and identification, are up-to-date, valid, and accessible for scheduled and last-minute travel needs.

· Administrative and Operational Support

o Conduct research, gather and analyze data to provide insights that assist in decision-making.

o Organize and maintain files, spreadsheets, records, and documents, ensuring information is easily accessible and up to date.

o Handle ad-hoc projects as assigned, managing them independently to completion.

o Track outstanding action items and deadlines

o Uses graphic design abilities and creativity to prepare and/or finalize presentation/training materials, flyers, announcements, etc.

o Prepares, obtains approval, distributes and maintains meeting agenda and minutes as requested.

o Manage expense reports.

o Approve invoice or escalate when needed.

o Coordinate document signing.

· Team Player

o Demonstrates a friendly, warm, and welcoming attitude toward visitors, immediate team members, and colleagues across the Company.

o Cultivates trusting relationships by being approachable and willing to assist beyond assigned duties, establishing a reputation as a vital contributor to the Company’s success.

· Personal Assistance

o Coordinate family travel and personal appointments.

o Pay recurring and ad hoc bills.

o Assist with personal shopping, as needed.

QUALIFICATIONS & SKILLS REQUIRED TO PERFORM JOB DUTIES:

· Ability to be self-directed and take initiative.

· Ability to prioritize work demands and meet deadlines.

· Exceptional written and verbal communication skills, including proper spelling and grammar.

· Exceptional verbal communication skills, including the ability to speak clearly and positively and handle sensitive and confidential situations while relaying messages accurately and completely.

· Strong decision-making abilities and the capacity to work with minimal supervision.

· Excellent computer skills and high level of proficiency in calendaring, scheduling, and document management software (e.g., Microsoft Office). Strong PowerPoint skills required.

· Proficiency with What’s App, social media, internet research, Monday.com and coordinating Zoom/Microsoft Teams group calls.

· Strong proofreading skills and attention to detail.

· Handle sensitive and confidential information with the highest level of professionalism and with the utmost discretion, including business strategies, personal and personnel matters.

· Ability to work in a fast-paced environment, where priorities regularly change, and handle high-pressure situations with poise. Multi-tasking, versatility and adaptability are key.

· Desire and commitment to invest in self, continue skill development, and knowledge advancement to stay current with trends, tools, etc.