Executive Assistant
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Job Summary:The Executive Assistant will provide high-level administrative support to the firm’s executives, preparing expense reports, light bookkeeping, handling information requests, preparing correspondence, managing calendars and conference calls, and organizing travel.
Key Responsibilities:
Key Responsibilities:
- Calendar Management: Manage the executives’ daily schedules, coordinate meetings, appointments, and events, ensuring time is effectively allocated and priorities are met.
- Communication: Act as a primary point of contact between the executives’ and internal/external stakeholders, including managing emails, calls, and correspondence.
- Travel Arrangements: Coordinate complex travel itineraries, accommodations, and logistics for domestic and international travel.
- Meeting Support: Prepare agendas, coordinate materials, and take minutes during meetings. Follow up on action items to ensure completion.
- Confidentiality: Maintain the confidentiality of sensitive information and handle all communications discreetly.
- Office Management: Oversee office supplies, equipment, and maintenance as necessary, ensuring the executive has everything needed to work efficiently.
- Document Preparation: Draft, edit, and proofread emails, reports, presentations, and other documents on behalf of the executive.
- Event Planning: Assist in organizing company events, board meetings, and conferences, ensuring all details are arranged smoothly.
- Project Management: Manage special projects as assigned by the executive, including research, data collection, and report generation.
- Expense Reporting: Track and submit the executive's expenses and reimbursements in a timely manner.
- Experience: Minimum of 3 years of experience in an administrative or executive assistant role, preferably supporting C-level executives.
- Education: Bachelor's degree in Business Administration, Communications, or related field preferred.
- Skills:
- Exceptional organizational and time management skills.
- Strong verbal and written communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to handle multiple tasks in a fast-paced environment with a high level of attention to detail.
- Strong problem-solving and decision-making abilities.
- Discretion and confidentiality in handling sensitive matters.
- Ability to work independently and proactively anticipate the needs of the executive.
- Salary Range: Depends on experience
- Benefits: Health insurance, 401K, PTO
- Work Schedule: Hybrid - 3-4 days in office
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