Job Description

The Executive Assistant will provide high-level administrative support to executives, ensuring their daily activities run smoothly and efficiently. This role involves managing complex calendars, coordinating travel, handling confidential information, and supporting the coordination of departmental projects. The ideal candidate will be highly organized, proactive, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Executive Support: Provide direct assistance to executives by managing their calendars, scheduling meetings, and coordinating domestic and international travel arrangements. Exercise discretion in handling executive time and prioritizing tasks. Calendar and Meeting Management: Organize and maintain executives' schedules, ensuring optimal time management. Schedule meetings, prepare agendas, and distribute meeting materials. Attend meetings as needed, taking notes and preparing minutes. Travel Coordination: Coordinate all aspects of executive travel, including flights, accommodations, transportation, and itinerary management. Ensure all arrangements are efficient and cost-effective. Project Coordination: Assist in the management of departmental projects, ensuring deadlines are met and tasks are completed. Monitor progress, communicate with stakeholders, and provide updates as needed. Document Management: Prepare and reconcile expense reports, gather documents for financial reporting, etc. Confidentiality and Discretion: Safeguard sensitive and confidential information related to executive activities and organizational operations. Collaboration and Team Support: Liaise with other departments and staff to ensure seamless coordination of activities. Assist with cross-departmental projects and support other executives when needed. Special Projects: Assist with the preparation of presentations, reports, and financial spreadsheets. Lead or support special projects as assigned, contributing to the overall success of the organization. Event Coordination: Organize and assist with company events, including team-building activities, town halls, and external corporate events such as conferences, seminars, or social gatherings. Communication Management: In some cases, sort and triage incoming mail. Provide timely responses to internal and external communications.

Responsibilities and Tools:

1. Proficiency in Office Software

Microsoft Office Suite

(Word, Excel, PowerPoint, Outlook) + Ability to create, edit, and format professional documents, spreadsheets, and presentations.
+ Strong organizational skills using tools like Excel for project tracking and scheduling.
+ Managing and organizing email communication effectively using Outlook.

2. Calendar and Scheduling Tools

Outlook Calendar

+ Managing complex calendars for executives, coordinating meetings, and scheduling events.
+ Understanding of time zone management and scheduling across various platforms.

3. Collaboration Tools

Microsoft Teams

+ Comfortable using chat, video, and voice communication platforms to facilitate remote meetings, team communication, and collaboration.

4. Document Management Systems

SharePoint

,

Google Drive

,

Dropbox

,

OneDrive

+ Knowledge of cloud storage and document sharing platforms for organizing and managing files and data.
+ Maintaining document integrity and version control.

5. Project Management Software

Monday.com or Procor

+ Coordinating and tracking projects, deadlines, and tasks using project management tools.
+ Collaborating with teams to ensure project timelines and deliverables are met.

6. CRM Software

Salesforce

+ Experience with Customer Relationship Management (CRM) tools to support tracking and managing client or partner relationships, as well as executive follow-ups.

7. Expense Management Software

CONCUR and future Mobilexpense (MXP)

+ Managing and processing expenses, reimbursements, and budget tracking for executives.

8. Virtual Meeting Platforms

Microsoft Team

+ Setting up and managing virtual meetings and webinars, including handling logistics such as invitations, materials, and tech troubleshooting.

9. Basic Graphic Design Tools

Canva

, Powerpoint + Designing basic marketing or presentation materials, event invites, or internal documents.

10. Security Awareness

Familiarity with

VPNs

,

Two-Factor Authentication

(2FA), and data security protocols + Ensuring confidentiality and security in managing sensitive company and client information.

11. Travel Management Software

Egencia

+ Booking and managing travel arrangements (flights, accommodations, car rentals) while maintaining cost-effectiveness.

12. Basic IT Troubleshooting Skills

Familiarity with basic troubleshooting for office software, hardware, and digital tools. + Ability to assist with minor IT issues or escalate when necessary.

Qualifications:

Proven experience as an executive assistant or in a similar administrative role. Strong organizational and multitasking abilities. Excellent communication skills, both written and verbal. High level of proficiency with office software (Microsoft Office Suite). Ability to maintain confidentiality and exercise discretion in all matters. Strong attention to detail and problem-solving skills. Ability to work independently and as part of a team in a dynamic environment. Flexibility and adaptability to handle changing priorities and new responsibilities. A high school diploma is required; a bachelor's degree or equivalent experience is preferred. * Great CAN-DO attitude to learn and grow the role