Job Description

Job Description:

The Executive Assistant (EA) provides high-level administrative support to executives, ensuring the efficient management of their schedules, correspondence, and key responsibilities. The EA acts as a gatekeeper, liaison, and resource to streamline operations and ensure the executive’s time is optimized for strategic priorities.

1. Calendar and Schedule Management

• Organize and maintain the executive’s calendar, scheduling appointments, meetings, and conferences.
• Coordinate internal and external meetings, ensuring agenda preparation and follow-up.
• Proactively address scheduling conflicts and prioritize commitments.

2. Communication and Correspondence

• Serve as the primary point of contact for internal and external communications on behalf of the executive.
• Draft, review, and edit emails, reports, and other documents.
• Screen and manage calls, emails, and other inquiries.

3. Travel and Expense Management

• Arrange and coordinate travel itineraries, accommodations, and transportation.
• Prepare and process expense reports in a timely manner.
• Troubleshoot travel-related issues as they arise.

4. Meeting and Event Coordination

• Plan and coordinate events, including team meetings, off-sites, and conferences.
• Prepare meeting agendas, take detailed minutes, and distribute follow-up actions.
• Ensure all meeting materials are prepared and distributed in advance.

5. Administrative Support

• Maintain and organize files, records, and documentation.
• Handle confidential and sensitive information with discretion.
• Manage office supplies and assist with administrative tasks as needed.

6. Project Support

• Assist with special projects, research, and data analysis as requested.
• Collaborate with cross-functional teams to ensure the completion of key initiatives.

7. Relationship Management

• Build and maintain relationships with key stakeholders, clients, and vendors.
• Represent the executive professionally in all interactions.