Executive Assistant

Executive Assistant

Requirements

• Experience in a similar position supporting Executive level positions
• Excellent grammar in English
• Advanced knowledge of the MS Office suite
• Ease with numbers and experience with document presentation
• Precise and efficient
• Ability to work with minimum supervision
• Ability to plan, organize and manage activities according to priority
• Ability to work in cooperation with a team and to communicate effectively with internal and external clients
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including leaders, all staff, contractors and clients
• High level of professionalism and demonstrated ability to handle confidential information accordingly is crucial in this role
• Sense of urgency and ability to work under pressure

Responsibilities

• Keep the Senior Vice President’s agenda to date, plan and remind them of meetings
• Organize trips (flights, hotel, restaurant, car reservation…)
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
• Anticipating the executives’ needs and proactively bringing together appropriate people and resources to support the executive in addressing these issues
• Works closely with the SVP to keep him informed of upcoming commitments and responsibilities, and follows up as appropriate
• Responsible for content of town halls and other large team meetings
• Maintain org charts (powerpoint expertise) and track budget for the VP team activities
• Participate in the preparation, revision, writing, translation, if necessary, and production of presentations
• Writing and transmission of all general or confidential correspondence for the Senior Vice President
• Participate in the preparation and maintenance of files for the SVP
• Filtering of calls and mail. Write routine letters and follow up on correspondence
• Prepare expense accounts and submit them for approval
• Welcomes guests and customers by greeting them, in person, video or on the telephone; answering or directing inquiries
• Complete and update the different period-end reports verify department expenses and identify discrepancies
• Maintains customer confidence and protects operations by keeping information confidential
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions
• Handles matters expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures
• Attend daily / weekly meetings for each department and provide updates to the VP

Preferred Qualifications

No preferred qualifications provided.