Executive Assistant

The Executive Assistant provides high-level administrative support to the Senior Leadership Team (SLT) by performing a variety of complex, confidential, and time-sensitive tasks.

Main Duties and Responsibilities:

Administrative Support:

• Provide comprehensive administrative support to the Senior Leadership Team, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Handle confidential information with discretion and maintain the highest level of confidentiality.

Meeting Coordination:

• Schedule and organize SLT meetings, including preparing agendas, distributing meeting materials, and taking meeting minutes.
• Coordinate logistics for meetings and other events, ensuring all arrangements are made for facilities, equipment, and catering where necessary.

Project Management:

• Assist in the planning and execution of special projects and initiatives led by the SLT.
• Track project progress, manage timelines, and ensure deliverables are met.
• Coordinate with various departments to gather information and support project needs.

Problem Solving:

• Proactively identify potential issues and challenges that may arise in the daily operations of the Senior Leadership Team. This includes foreseeing scheduling conflicts, communication breakdowns, and logistical hurdles.
• Quickly and effectively address any problems that arise, utilizing critical thinking and resourcefulness to find practical solutions. This may involve coordinating with various departments, leveraging existing resources, or developing creative workarounds to ensure smooth operations.
• Efficiently manage and utilize available resources to address problems. This includes leveraging technology, utilizing organizational tools, and drawing on the expertise of colleagues and external contacts.

Communication:

• Serve as the primary point of contact between the SLT and internal/external stakeholders.
• Screen and manage phone calls, emails, and other communications, prioritizing and redirecting as necessary.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Proven experience as an Executive Assistant or in a similar role, preferably supporting senior executives.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to work independently and handle multiple priorities with a sense of urgency.
• High level of discretion and confidentiality.
• Strong attention to detail and accuracy.
• Ability to work effectively in a fast-paced and dynamic environment.
• Must own and operate a reliable motor vehicle.