Executive Administrative Assistant

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Overview

Ensure the efficient day-to-day operations of the office and support and assist the work of management and other staff. Administrative assistants will provide personalized secretarial and administrative support in a well-organized and timely manner. They will work on a one-to-one basis on a variety of tasks related to the executive’s working life and communication. Administrative assistants support the activities multiple supervisors and departments.

Requirements

Proven experience as administrative assistant or in other secretarial position
Full comprehension of office management systems and procedures
Excellent knowledge of MS Office
Proficiency in English and grammar, with writing and reporting skills
Excellent interpersonal skills
Ability to work with all levels of internal management and staff, outside clients, and vendors
Internet research skills
Exemplary planning and time management skills
Ability to multitask and prioritize daily workload
High level verbal and written communication skills
Strong computer and Internet research skills
Flexibility and excellent interpersonal skills
Discretion and confidentiality
High School degree; additional qualification as personal assistant would be considered an advantage
Must be able to pass company background check, with no prior criminal convictions, pending criminal charges, or active arrest warrants

Job Responsibilities

Managing the day-to-day operations of the office
Organizing and maintaining office files and records
Planning and scheduling meetings and appointments
Managing projects
Conduct research
Prepare and edit correspondence, reports, and presentations
Make travel an guest arrangements
Act as a point of contact between executives and internal/external clients
Undertake the task of receiving calls, take messages, and route correspondence
Maintain daily dairy of tasks and coordination
Conserve executive’s time by reading, researching, and routing correspondence
Draft letters and documents
Initiating telecommunications
Maintain client confidence and protect operations by keeping information confidential
Maintain office supply inventory, anticipating office needs; verifying receipt of supplies
Update and ensure the accuracy of the organization’s databases

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