Job Description
An Administrative Executive Assistant plays a crucial role in providing high-level administrative support to executives and senior management. This role involves managing schedules, coordinating meetings, handling communications, and performing a variety of administrative tasks to ensure the efficient functioning of the executive office.
Key Responsibilities:
- Manage and maintain executives’ calendars, scheduling meetings, appointments, and travel arrangements.
- Prepare executives for meetings, including compiling relevant documents and briefings.
- Act as the point of contact between executives and other departments, clients, or external stakeholders.
- Communication Management :
- Handle emails, phone calls, and other correspondence on behalf of executives.
- Draft, review, and send communication, ensuring that all written content aligns with the company’s tone and policies.
- Take and transcribe meeting minutes, distributing them to appropriate parties in a timely manner.
- Arrange domestic and international travel, including flights, accommodations, and ground transportation.
- Prepare detailed itineraries for business trips, ensuring all logistics are well-organized and up to date.
- Office Organization and Coordination :
- Organize and maintain files, records, and other documentation in both physical and electronic formats.
- Prepare and process expense reports, invoices, and purchase orders.
- Oversee office supplies inventory and order new items as needed.
- Assist in the coordination and execution of special projects and initiatives.
- Track project timelines, ensuring deadlines are met and deliverables are completed.
- Event Planning and Coordination :
- Organize and coordinate internal and external events, such as conferences, team-building activities, and client meetings.
- Handle logistics such as venue booking, catering, and attendee coordination.
- Confidentiality and Discretion :
- Manage sensitive and confidential information with professionalism and discretion.
- Ensure that all business and personal information related to executives is secure and handled according to company policies.
Skills and Qualifications: - Proven experience as an executive assistant or in other administrative roles supporting senior executives.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- Excellent written and verbal communication skills.
- Proficiency in office software (Microsoft Office Suite, Google Workspace, etc.) and other administrative tools.
- Strong attention to detail and ability to maintain accuracy in all tasks.
- Discretion and confidentiality in handling sensitive information.
- Ability to work under pressure and handle a fast-paced work environment.
- Knowledge of project management software and CRM systems is a plus.
Education and Experience: - High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
- At least 3-5 years of experience in an administrative or executive support role.
Working Conditions: - Full-time position, with occasional overtime based on the needs of the executives.
- May require travel or attendance at events outside of regular office hours.
Job Tags
Full time,