Executive Assistant

• We are looking for an Executive Assistant to provide administrative and organizational support to senior leaders.
• You will be responsible for skillfully interacting with management within and outside of the company, comfortably communicating with customers, vendors and visitors and flawlessly handling confidential and critical details.
• You will also be responsible for anticipating the needs of multiple managers and flexibly accommodating work schedules.

• Calendar management- Plan, organize and manage leaders calendars to avoid conflicts, allot time for break prioritizing tasks and the executive's meeting preferences. Color code meetings as needed etc.
• Travel management and coordinating all logistics support during business travels including visas, booking ground transfers, web check-ins, hotel stays etc.
• Expense management- Prepare and submit expense reports and purchase requisitions in a timely manner avoiding any delays for the leader.
• Budget management- Deep understanding of the business's annual budget and monitoring morale and travel spends for the leaders and teams ensuring no over / under spends.
• Event POC and manager- Owns and drives (planning and execution) of events for the leader and internal teams events like employee all hands, team morale events etc. Closely partners with the internal stakeholders, and business partners to ensure all logistics are executed smoothly for all internal and external events.
• Maintain email distribution lists / aliases.
• Executive visit management- POC for owning and program managing all leadership visits for the leader and his teams ensuring the business needs are met from an admin and logistical standpoint.
• Collaborates with business partners on internal communications.
• Work closely with executive assistants internally and externally to coordinate meetings with strategic partners in the industry.
• Proficiently handles all internal and external requests and responds in a timely manner.
• Fun SPOC for ensuring team's morale is always prioritized. Planning and organizing happy hours, fun offsites, team get together on a timely need basis.
• The Unknown - we're always looking to find new ways to improve, and we also want you to take ownership over projects you think can add value

• BA/BS degree.
• 5+ years of experience working at the senior level in an administrative role.

• Experience with project and budget management
• Experience supporting multiple leaders of large teams
• Advanced knowledge of MS Office (Outlook, Word, PowerPoint and Excel) and cloud-based applications (SharePoint)
• Excellent communication, teamwork and organizational skills
• Ability to professionally interact with senior leaders and anticipate their needs.
• Thrives in a fast-paced, demanding environment
• Ability to effectively manage time, prioritize tasks, and work within deadlines, even if ambiguous environments.
• Demonstrates a proactive attitude and a willingness to take on additional project work
• Adapts to changes quickly and can learn and adopt new technologies and be flexible with new systems, tools and processes
• Demonstrates ability to be proactive, take initiative, exercise good judgment, discretion and confidentiality in all tasks

• Coordination
• Communication
• Project management

Last updated on Oct 19, 2023