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Executive Assistant

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The successful candidate will be able to efficiently manage the executive’s time, and effectively and professionally communicate with internal and external constituents. The successful candidate will also use excellent judgment, prioritize tasks, and act proactively, always ensuring the right individuals are informed and organized around meeting times, deadlines and other activities.

 Key Role Responsibilities
  • Schedule and coordinate all meetings using Microsoft Outlook, including managing meeting times and constituents across multiple time zones
  • Arrange all meeting logistics as needed, including the use and set-up of conference calls, webinars, video, etc.
  • Help prepare for various meetings by ensuring a proper agenda is created and shared in advance of meetings, applicable documents are prepared and distributed, etc.
  • Where needed, ensure proper catering for meals and other related activities
  • Coordinate all travel arrangements
  • Track, submit and manage all expenses
  • Communicate professionally with both internal and external constituents
  • Edit and/or prepare documents and presentations for a variety of purposes and recipients
  • Provide personal and confidential support for executive staff at times outside of traditional working hours, and flexibility in daily schedule when needed
  • Proficiency in project management
  • Provide assistance to Sales Department with order entry and Research Department as neededWhere applicable, manage office space such as conference rooms, kitchen facilities and other shared spaces, and manage office supplies and other related inventories
  • Develop and maintain procedures and processes for administrative operations
  • If applicable, lead the ‘virtual’ community of administrative professionals in the organization, including helping define policies and procedures, onboarding and coaching, escalations and other duties as needed
  • Other tasks as needed

Requirements & Qualifications

  • Minimum 8 years supporting executives across multiple geographies and businesses
  • Advanced knowledge of Microsoft Outlook, Word, Excel, PowerPoint
  • Familiarity with virtual meeting solutions, including conferencing technology, webinar, Microsoft Lync and other communications tools
  • Strong ability to take direction, but also exercise judgment and independent thought
  • Polished, clear and concise communication, both written and verbal
  • Ability to handle confidential information
  • Strong organizational skills, including task prioritization with minimal supervision, and ability to complete required tasks by given deadlines
  • Strong proactive approach, taking the initiative where appropriate, and looking beyond the immediate ask to anticipate a future need or requirement
  • Assertive approach to management of executive’s time and proactive communication/support when meetings or other activities change
  • Bachelor’s Degree or equivalent experience is strongly preferred

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