Executive AssistantThe Executive Assistant will be experienced in handling a wide range of administrative and executive support related tasks as well as assigned project oriented Executive Assistant must be able to work independently with little or no supervision and must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and Executive Assistant must have the ability to interact with staff (at all levels) in a fast paced environment, under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of fidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.
ESSENTIAL CAPABILITIES:
* Ability to exercise discretion and independent judgment in making decisions;
* Ability to communicate effectively in both verbal and written formats with individuals or groups;
* Ability to handle and complete a variety of tasks in a fast-paced environment, and meet deadlines;
* Ability to serve as a liaison between vendors, sales team, integrators, merchants, and employees;
* Ability to interact effectively and positively with all levels of personnel, partners, and vendors;
* Ability to handle confidential material appropriately;
* Ability to be dependable and trustworthy;
* Ability to take the initiative to ensure that tasks and details are completed;
* Ability to prioritize and manage tasks and initiatives;
* Ability to be extremely detail oriented;
* Ability to think creatively and analytically.
RESPONSIBILITIES:
* Responsible for calendar management, requiring interaction with both internal and external executives and assistants, as well as clients, to coordinate a variety of complex executive meetings;
* Maximizes Executive's time management by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications;
* Maintains customer confidence and protects operations by keeping information confidential;
* Answers phones and directs all incoming calls to appropriate party promptly and efficiently;
* Communicates and handles incoming and outgoing electronic communications on behalf of the Executive;
* Assists Executive with preparation of presentation materials;
* Prepares reports by collecting and analyzing information;
* Reviews and summarizes miscellaneous reports and documents; prepare background documents and outgoing mail as necessary;
* Assists executive with prioritizing and managing multiple projects simultaneously, and able to provide follow through on issues in a timely manner;
* Arranges travel schedule and reservations for Executive as needed;
* Works closely with the Executive to assist and coordinate work as directed;
* Maintains office services by organizing office operations and procedures, controlling correspondence, designing filing systems, and performing clerical functions;
* Provides office efficiency by planning and implementing office systems, layouts, and equipment procurement;
* Keeps management informed by reviewing and analyzing special reports; summarizing information and identifying trends;
* Negotiates and supervises the services of office vendors and the purchasing process;
* Ensures there is adequate supply of stationary, equipment and office supplies;
* Coordinates office activities and allocates resources to ensure maximal efficiency and task execution;
* Supervises the smooth operations of the office;
* Assists and tracks visitors in the office;
* Knows all software and filing systems within the office;
* Acts as a liaison with other departments and Organizations;
* Performs miscellaneous duties as needed.
MINIMUM JOB REQUIREMENTS / SKILLS:To perform this job successfully, the individual must be able to perform each essential duty requirements listed below are representative of the knowledge, skill, and/or ability sonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
applicants must pass a drug test, background check, and credit evaluation;
h School diploma required;
helor’s degree preferred;
* 5+ years’ experience supporting at the executive level;
* Excellent calendar management skills, including the coordination of complex executive meetings;
* Experience assisting management with the creation of PowerPoint presentations;
* Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook;
* Experience scheduling travel arrangements for management.
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