Job Description

Job Description

Job Description

The Executive Assistant supports the Executive team. Provide high-quality support to internal operations, people, and assignments. Serves as the primary point of contact for internal and external resources on all matters pertaining to the Executive office. Perform a variety of administrative tasks, fill in for the receptionist when necessary, and present a professional image of the company to callers and visitors.

The dynamic nature of this role requires exemplary time management skills and the ability to identify and anticipate Executive Team needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals, including members of the Executive Team and clients. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel, and institutional information while exercising professionalism and discretion.

1. Office Management: Assist the Executive Team in maintaining good relations with external contacts and networks; daily office management; handling correspondence; maintaining a contact database.
2. Administrative Tasks: Completes a wide variety of administrative tasks for the Executive team, including managing an extremely active calendar of appointments; reports; composing and preparing correspondence that is sometimes confidential.
3. Travel: Planning travel arrangements and itineraries; preparing briefing materials for travel engagements; arranging external meetings & conferences involving the Executive team.
4. Communications: Receive phone and email messages accurately and promptly using the phone system, copy machine, and personal computer.
5. Filing & documentation: File materials (paper and electronic), work papers, and correspondence. Type correspondence, reports, and internal & external communications accurately and timely using office tools.
6. Inventory: Maintain office supplies inventory. Research and compile materials needed for meetings, calls, projects, etc.
7. Visitors: Greet and welcome guests as soon as they arrive at the office.
8. Project Management: Handles matter expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures. Function as the liaison between senior manager and staff, clients, etc.

JOB QUALIFICATIONS

1. Bachelor’s degree in office administration or equivalent in education and experience
2. Minimum of 5 years in a similar executive support role.
3. Speak & write English & Spanish flawlessly.
4. Ability to perform several tasks concurrently with ease and professionalism.
5. Advanced proficiency in modern office software and collaboration tools, including MS Office Suite and office management platforms.
6. Excellent communication skills, both written and oral.
7. Advanced project management and organizational skills.
8. Attention to detail and multitasker a must.

This job description does not list all the duties of the job. You may be asked to perform other assignments and duties.

Equal Employer Opportunity

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