Executive Assistant

Key Responsibilities

• Maintain team member’s appointment calendar; arrange hotel accommodations, travelling schedules and visa applications; expense claims, co‑coordinate telephone calls, set up and maintain filing systems, update contacts listing.
• Complete and/or coordinate activities related to assigned special projects; assist in establishing project timetables, action steps and status updates; follow‑up, as appropriate, to ensure timely execution to meet established deadlines.
• Research and compile a variety of moderately complex data to include creating spreadsheets or databases for maintaining and reporting management information; may require some analysis of data.
• Prepare a variety of departmental reports and/or presentations, gathering, and summarizing information from various sources as requested.
• Monitor and report variances to departmental budgets or track departmental spend information to help maintain operating controls.
• Answer inquiries related to daily activities/programs of work area, and act as a liaison between assigned work area and internal or external contacts to convey appropriate information.
• Monitor costs of projects and ensure that invoices/bills are accurate; ensure proper coding and forwarding of invoices to accounts payable; maintain tracking and reporting systems, if appropriate.
• Compose and prepare clear and concise correspondence as requested or required. Review documents, logs, reports or other work products for typographical accuracy and format.
• Provide administrative support to manager or managers within assigned work area. Organize and expedite flow of work for manager; follow‑up on pending matters; communicate and interpret manager's instructions.
• Perform other administrative support duties as assigned to facilitate the smooth operation of the assigned work area. Prepare reports, charts, presentation data, or logs as required and according to established specifications.

• Strong PC skills including software packages (i.e. Microsoft Word, Excel, PowerPoint, graphic, etc.)
• Effective oral and written communication skills. Detail oriented.
• Good problem‑solving skills. Detail oriented.
• Strong organizational and work coordinating skills to handle multiple assignments and projects.
• Ability to type 65 wpm.
• High School Diploma or equivalent combination of education and work‑related experience.
• At least 5 years previous secretarial/admin experience at executive level (3 years as Personal Assistant).