Executive assistant

**Position Title:** Executive Assistant

**Reports To:** Chief Executive Officer (CEO) or other senior executive

**Job Summary:**
The Executive Assistant provides high-level administrative support to the CEO or other senior executives, ensuring the smooth operation of the executive office. This role requires a highly organized, proactive individual capable of managing complex schedules, coordinating meetings and events, handling confidential information, and acting as a liaison between the executive and various stakeholders.

**Key Responsibilities:**

1. **Administrative Support:**
– Manage and maintain the executive’s calendar, scheduling meetings, appointments, and travel arrangements.
– Screen and prioritize phone calls, emails, and other communications, responding on behalf of the executive when appropriate.
– Prepare and edit correspondence, reports, presentations, and other documents as requested.

2. **Meeting Coordination:**
– Coordinate and organize meetings, including preparing agendas, distributing materials, and recording meeting minutes.
– Ensure all necessary preparations for meetings and events, including booking venues, arranging catering, and setting up audio/visual equipment.

3. **Travel Management:**
– Plan and coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
– Prepare travel expense reports and ensure timely reimbursement.

4. **Communication and Liaison:**
– Act as a primary point of contact between the executive and internal/external stakeholders.
– Facilitate communication and follow-up on assignments, projects, and issues requiring the executive’s attention.

5. **Project Management:**
– Assist with special projects and initiatives, ensuring timely completion and adherence to objectives.
– Conduct research, compile data, and prepare reports for the executive’s review.

6. **Office Management:**
– Maintain and organize office files, records, and documentation.
– Oversee office supplies and equipment, ensuring the office is well-equipped and operational.

7. **Confidentiality and Discretion:**
– Handle sensitive and confidential information with the utmost discretion and professionalism.
– Ensure compliance with company policies and procedures, including those related to confidentiality and data protection.

**Qualifications:**

– **Education:** Bachelor’s degree in Business Administration, Management, or related field preferred.
– **Experience:** Minimum of 3-5 years of experience in an executive assistant or similar role supporting senior executives.
– **Skills:**
– Exceptional organizational and time-management skills.
– Strong written and verbal communication skills.
– Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
– Ability to multitask, prioritize, and work under pressure.
– High level of professionalism and discretion.
– Strong problem-solving skills and attention to detail.

**Work Environment:**
– This position typically operates in an office environment with occasional travel required. The role may require extended hours, including evenings and weekends, to accommodate the executive’s schedule.