Position Summary:
We seek an organized and proactive individual to fill the role of Executive Assistant. The primary responsibility of this position is to maintain schedules, coordinate appointments, and assist in organizing meetings and conferences. Additionally, the Executive Assistant will handle incoming communication, manage office supplies and equipment, maintain filing systems, and provide administrative support to ensure smooth operations within the office. This role requires attention to detail, excellent communication skills, and the ability to handle confidential information responsibly.
Key Responsibilities:
Manage executive calendars and schedule appointments, board meetings, and conferences.
Handle incoming calls and correspondence, redirecting them as necessary.
Maintain office supplies and equipment, coordinating repairs and maintenance.
Manage and update filing systems, both physical and digital.
Prepare reports, presentations, and other documents as required.
Assist with travel arrangements and expense reports.
Take minutes during meetings and distribute them to attendees.
Screen and prioritize incoming emails, mail, and other communications.
Attend meetings and record minutes accurately.
Prioritize outgoing and incoming correspondence.
Ensure confidentiality of sensitive documents.
Maintain organized electronic and paper records for easy access.
Conduct research and prepare presentations or reports as needed.
Qualifications:
Proven experience as an executive assistant or in a similar administrative role.
Excellent organizational and time-management skills.
Proficient in MS Office suite and other relevant software.
Strong communication and interpersonal abilities.
Ability to multitask and prioritize tasks effectively.
Discretion and confidentiality when handling sensitive information.
Attention to detail and accuracy in all tasks.
Bachelor’s degree preferred.
This role offers an exciting opportunity for a motivated individual to support executives and contribute to the efficient functioning of the office. We encourage you to apply if you possess the required skills and experience.
Qualifications:
Minimum Bachelor’s degree in a relevant field such as business administration or related studies.
Demonstrated experience in administrative roles, particularly as a secretary or administrative assistant, with a minimum of 2 years’ experience.
Proficiency in utilizing Microsoft Office Suite and other relevant software.
Strong organizational abilities with the capacity to manage multiple tasks efficiently.
Excellent communication skills, both verbal and written, coupled with interpersonal finesse.
Meticulous attention to detail and adept problem-solving capabilities.
Ability to thrive in fast-paced environments, prioritizing tasks effectively under pressure.
Professional demeanor with a friendly disposition, ensuring discretion and confidentiality.
Capability to work autonomously as well as collaboratively within a team.
Proven track record of delivering positive results, showcasing enthusiasm and proactivity.
Exceptional customer service skills, coupled with a keen understanding of social dynamics.