Executive Assistant

Job Summary

As an Executive Assistant you provide administrative support to a Senior VP and direct staff of Senior Directors and Directors. You provide a wide variety of support which may include research and data analysis tasks, preparation of reports and recommendations, and coordination between departments and outside parties. To be successful you will have strong interpersonal skills to handle sensitive and confidential situations; analytical abilities in order to gather, organize, summarize and report information; and strict attention to detail in creating communications and presentations.

Job Requirements

• Work closely with Executives and Directors on issues/projects of a highly confidential nature related to employee information, legal matters, and company information; maintain strict confidentiality.
• Coordinate and prepare materials including presentations for meetings both internal and external. 
• Type and design general correspondences, memos, charts, tables, graphs, business plans, etc.  Proofread copy for spelling, grammar, and layout, making appropriate changes. 
• Arrange complex and detailed global travel plans and itineraries compile documents for travel-related meetings for the Senior Vice President.
• Act as the project and logistic manager for annual executive offsite and Global department meetings.
• Screen incoming calls and correspondence and respond independently when possible.
• Schedule calls and meetings.
• Organize programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating presenters and controlling event budget.
• Assist with various research projects and/or special projects.
• Strong written and verbal communication skills.  
• Ability to work with employees of all levels within and outside the company as well as customers, vendors and visitors.
• Strict attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment.
• Solid Microsoft Office skills including Word, Excel, PowerPoint and Outlook.
• Ability to maintain strict confidentiality.
• The types of tasks this individual is responsible for are well defined and utilize and build understanding of standard principals and practices within a team environment.
• This individual interacts primarily with their direct manager and the technical team on assigned projects, and may communicate with employees in other functions as required.
• Regular and detailed direction is provided, as well as on-going review of activities and priorities.
• The ideal candidate will be an important contributor to team projects.

Education

• Proven experience as an executive assistant or in a similar administrative role.
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficient in using productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management software.
• High level of professionalism and discretion when handling confidential information.
• Strong attention to detail and accuracy.
• Flexibility to adapt to changing priorities and deadlines.
• Bachelor's degree in business administration or a related field (preferred).