Executive Assistant

The ideal candidate will provide top-level assistance for Managing Director. They should be well-organized and be comfortable scheduling meetings and responding to emails on the MD'S behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Responsibilities

• Calendar management for executives
• Manage professional and personal scheduling for MD, including agendas, mail, email, phone calls, client management, and other company logistics
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
• Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database
• Maintain professionalism
• Organize team communications and plan events, both internal and off-site

Objectives of this role

• Support the MD primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
• Maintain and refine internal processes that support high-ranking executives company wide, and coordinate internal and external resources to expedite workflows
• Manage communication with employees by liaising with internal and external executives on various projects and tasks
• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld

Required skills and qualifications

• Four or more years of experience in an administrative role reporting directly to upper management
• Excellent written and verbal communication skills
• Strong time-management skills
• Proficiency with office productivity tools.
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Experience in overseeing budgets and expenses
• Experience in developing internal processes and filing system
• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills