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Job Description for Executive Assistant
To handle a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, discrete, and flexible and enjoy the administrative challenges of supporting multiple executives and their teams.
SPECIFIC DUTIES AND RESPONSIBILITIES:
Manage executive calendars, executive meetings and team meeting calendars requiring interaction with both internal and external executives.
Answer phones, relieve switchboard for daily break and direct all incoming calls to appropriate party promptly and efficiently
Reads, sorts, and distributes daily e-mail, mail and faxes as necessary
Meeting planning including responsibility for site selection, travel coordination and vendor management
Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary
Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
Arrange travel schedules, make reservations and process expenses for executive management
Assist team with passport renewals, visas, invite letters and financial guarantee letters
Coordinate meeting presentation material for various onsite and offsite quarterly and annual meetings
On request, analyzes and interprets events, reports and statistics, and independently finds, assembles and summarizes information and data
Office duties include ordering office supplies for the whole location, office supply inventory, printer supplies and maintaining printer supply inventory and troubleshooting
Responsible for daily mail sorting, distribution of mail and newspapers, metering of outgoing mail and delivery to post office
Organize department filing system and files correspondence, memos, reports, etc. as required.
Offsite Storage duties include creating new record retention numbers, recording sheets, filing and retrieving new and old boxes and maintaining these records for location. Understanding and communicating the record retention policies
Bachelor’s degree plus 5 or more years experience supporting top level executives
Expert level written and verbal communication skills, strong negotiation skills, decision making ability and attention to detail is required
Experience assisting management with the creation of PowerPoint presentations
Minimum of intermediate level proficiency in of MS Office, including Word, Excel, PowerPoint, Outlook and Oracle. Experience with publishing software and digital graphics is desirable.
Experience scheduling international and domestic travel arrangements for management including visas and invitation letters
The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important