Executive Assistant

Work Flexibility: Hybrid

What you need

• Scheduling meetings and calendar management

  
  
  

• Managing timely approval from the VP desk on business documents

  
  
  

• Managing task list, prioritization, and deadlines

  
  
  

• Coordinate travel arrangements, file and manage expense reports

  
  
  

• Working with other leaders/ others on collating reports or data as may be required

  
  
  

• Organize meetings, town halls, teleconferences and webcasts, plan and send out agendas & invitations, coordinate meeting logistics, prepare presentations and other materials, and troubleshoot problems and special meeting requests.

  
  
  

• Data entry, preparing reports, process letters, recognition certificates and other materials (charts, graphs, presentations, word documents etc.) using Microsoft Office

  
  
  

• Maintain a well-organized filing system, ensuring critical and/or confidential data is appropriately and accurately managed and stored

  
  
  

• Liaise directly with senior management, division executives, and administrative support staff

  
  
  

• Planning and organizing offsites, luncheons, team building events, etc.

  
  
  

• Answer, screen, and route phone calls; respond to requests; prepare and screen communication, email, and voicemail

  
  
  

• Managing internal and external visitors

  
  
  

• Support of departmental goals to ensure completion of ongoing projects and special assignments

  
  
  

• May be assigned non-routine projects

  
  
  

What you need

Education & Special Trainings:

• 5+ years of experience providing administrative and operational support at an executive level

  
  
  

• Any specialized training/ certification in general management or administrative assistant will be a plus

  
  
  

• Preferred exp in managing CTO-level executives in MNCs.

  
  
  

• Preferred exp of managing commercial leaders in a matrix organization

  
  
  

Qualifications & Experience:

• Demonstrate excellent interpersonal, oral and written communication skills

  
  
  

• Strong proficiency in using Microsoft Office Suite technology, including presentation creation and formatting, complex document creation, spreadsheet creation and maintenance.

  
  
  

• Demonstrate proficiency in email and calendar systems preferring Outlook proficiency; meeting management preferring Microsoft Teams; and data storage, modification and retrieval preferring SharePoint.

  
  
  

• Detail orientation

  
  
  

• Organizational skills to establish proper structure and order

  
  
  

• Ability to prioritize multiple simultaneous deliverables and work in a demanding environment

  
  
  

• Ability to take initiative, learn new concepts, processes, tools and applications; improve current processes to bring efficiency

  
  
  

Physical & Mental Requirements:

• Must be able to review printed and handwritten materials.

  
  
  

• Must be able to analyze and resolve complex administrative issues of a broad scope using independent judgment.

  
  
  

• Must be able to observe and correct minute inconsistencies (e.g. in the printed word, report appearance, etc.)

  
  
  

• Must be able to understand and work within complex interdivisional procedures and executive schedules