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1.0 Overview

The Executive Assistant position is an innovative fast paced role, which combines elements of the traditional Executive Admin support with the opportunity to acquire a broad skill set of fundamental corporate skills. The Executive Assistant is responsible for supporting a senior executive. This role requires flexibility, creativity, a high sense of urgency ability to think and act quickly and/or efficiently. .

2.0 Description

Provide logistical and administrative support to the Executive

Track key initiatives, action items and project timelines for executive and his direct reports
Coordination of meetings (agenda management, materials, documentation)
Coordinate participation in large scale conferences and side meetings
Plan and book international & domestic travel
Update presentations (both internal and external)
Track expenses & file expense reimbursement reports in concur
Manage mail and documents including those related to signature requests (both electronic and wet)
Maintain an accurate calendar
Attend meetings with Executive
Take notes for accurate record of meeting and delineate action items and deadlines
Follow-up with mtg participants
Support philanthropic activities as directed

Provide creative support to executive

Draft documents, letters and outlines
Create and manage executive’s social media presence and accounts
Collaborate with executive to create social media content
Prepare creative materials such as new presentations
Update and adapt existing presentations for new audiences

Event planning

Plan or assist in planning department events
Plan or assist in planning company sponsored events
Attend events when asked and appropriate

Problem Solving, management and decision-making support

Creative problem solving and development of internal relationships with employees of all levels
Manipulating and presenting data in easy to understand format for Sr Manager decision making
Maintain and update various reports, spreadsheets and trackers
Project Management (project scoping, analysis planning, launch, execution, and tracking)

Other

Personal admin tasks, as needed (purchasing team gifts, passport renewal, etc.)
Special projects and tasks as required
Complete all other tasks that are deemed appropriate for this role and assigned by the manager/supervisor

3.0 Required Skills

Handle confidential information with discretion
Self-sufficient, organizedand results orientated
Excellent written and verbal skills
Exceptional problem solving and critical thinking skills
Creative problems solvingand ability to multi-task
Believer in continuous improvement and and improve efficiency
Ability to solve problems and make decisions with a sense of urgency in a fast-paced environment
Analytic skills (data needs and sourcing, data modeling, quantitative analysis)
Personable, dynamic and comfortable in a challenging environment always maintaining professionalism
Demonstrate skill and comfort in proactively building relationships with executive and c-level employees

4.0 Desired Experience And Qualifications

Minimum Bachelor’s Degree or its equivalent, preferably in or related field a plus
A record of success proactively managing day to day activities for senior executives

5.0 Required Skills And Experience

Bachelor’s degree in a Business related discipline
Proven success working in a team environment and creating a positive atmosphere
Minimum 1-3 years’ experience in communications, digital marketing, social media management,Personal Assistant or an Executive Assistant
Advanced MS Word, Excel, Power Point skills

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Executive Assistant