Executive Assistant

Executive Assistant

Requirements

• Career executive assistant with a minimum of 4 years of experience, preferably 6-9, with demonstrated longevity in previous roles.
• Skilled communicator and writer who is highly thoughtful in all interactions.
• Available as-needed beyond regular business hours during mornings, evenings, and weekends.
• Experience with Microsoft Office, Google Apps, Slack, Oracle, and/or similar software.
• Proactive, forward-thinking individual who is able to anticipate the needs of his/her manager and remain one step ahead at all times.
• Team-player with a can-do attitude and an innate ability to adapt to different work styles, make things happen, and help broader team needs.
• Tech-savvy, resourceful, and creative problem-solver with sound judgment and a demonstrated ability to resolve issues onsite and remotely.
• Ability to juggle multiple priorities and to navigate high-pressure, time-sensitive needs with grace, a sense of urgency, and composure.
• Experience in project management or managing team-wide projects and special initiatives, ensuring efficient tracking and completion of tasks.
• Adaptability and strong organizational skills to balance dual reporting lines, supporting the unique needs and priorities of both executives.
• Strong English language skills are required for this role as we have a highly diverse and global business.

Responsibilities

• Proactively manage and optimize complex, ever-changing calendars, working closely with the manager to ensure his priorities are met on a daily, weekly, monthly, and quarterly basis and acting as a gatekeeper as appropriate.
• Fulfill all incoming scheduling requests from across the company and provide ad hoc support to their teams as needed, independently resolving scheduling conflicts with little to no supervision.
• Own all other day-to-day administrative functions (such as printing/scanning/signing documents, organizing and managing files, running errands, aggregating and managing internal reports, managing food/coffee orders, and fulfilling other tasks).
• Provide team support and contribute to special projects including budgeting, report generation, and organising resources for team needs to support broader company goals.
• Process and approve expense reports and purchase orders on behalf of his/her manager.
• Manage special events and projects, including team off-sites, corporate-level events for the business development team, and corporate greeting cards and gifts.
• Represent his/her manager with professionalism, creating a welcoming environment for internal and external stakeholders.
• Attend meetings, take well-organized and detailed notes with action items, and follow up with individuals to ensure timely completion, providing support as needed.
• Collaborate and interact with both internal and external partners on a variety of activities and projects, ensuring smooth operations and effective communication.
• 20-30% personal assistance, running errands and coordinating with their families and personal contacts as needed.

Preferred Qualifications

No preferred qualifications provided.