Executive Assistant

Overview

of the Role The purpose of the Executive Assistant is to support the Executive Team. The Executive Assistant will mostly manage business-related tasks for the team, such as creating reports, organising travel and accommodation, taking minutes and other organisational tasks.

Responsibilities

Managing the executive’s calendar, scheduling and preparing for meetings, and coordinating travel. Working with or managing other administrative teams or projects, which may include the executive’s personal assistant. Creating materials necessary for meetings and presentations, including doing the research necessary for use in those materials, provides the executive with everything necessary to make decisions.

Administration can include expense reports as well as reports that the executive needs to stay on top of the information required to do their job. Can include everything from managing petty cash, processing mail, or even replenishing or tracking supplies needed in the office. Light bookkeeping duties may be included. Responding to email, managing the executive’s inbox, taking phone calls and, in general, serving as a gatekeeper so that only the necessary communication comes through.

Serving on behalf. This may mean meeting with clients, returning communication, or relaying the executive’s wishes to reduce direct access to the executive. Contact management. More than simply maintaining a contact list (though that is part of it), contact management involves helping the executive know as much as possible about a contact to give context to communication and meetings.

Problem solving. Being able to solve problems through critical and analytical thinking for decisive action. This is especially necessary for C-level executive assistants who may end up making managerial decisions at a moment that keeps a project moving forward. Technical skills. Able to use (or quickly learn to use) the various tools necessary for document creation, file management, meetings, communication, and archiving.

Requirements

A graduate of any bachelor's degree with 3+ years of proven experience as an Executive Assistant In-depth understanding of the entire MS Office suite Familiarity with Otter's features and functionality is considered an asset for this position. Must be able to meet deadlines in a fast-paced, quickly changing environment A proactive approach to problem-solving with strong decision-making skills Good verbal and written communication skills Technical skills, such as common business software and protocols.

Sophisticated management and organizational abilities. Relevant industry background or knowledge for the company the executive works at is a plus.

Benefits

500K per incident HMO coverage + Dental & Optical benefits 2-week paid Christmas vacation Electricity & Data subsidies 25K Educational Assistance Training and equipment will be provided Fixed Schedule of Mon-Fri from 7 AM to 4 PM