Executive Assistant

• Manage calendars, schedule appointments and make decisions accordingly.
• Schedule and coordinate internal meetings, prepare agendas and notices, assemble/populate meeting materials and distribute.
• Organize events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speaks and controlling event budgets.
• Field phone calls and voicemails and respond to messages and relay messages accordingly.
• Develop and/or proofread communications such as internal memos, presentations and project related correspondence and materials.
• Partner closely with other admins and internal stakeholders to ensure timely provision of informational materials relevant to meetings.
• Manage and travel arrangements and proactively coordinate the pre-planning of trips, including arranging appropriate passports, COVID testing, visas, lodgings, transportation and meeting rooms as necessary.
• Proactively communicate any changes to itinerary as needed.
• Reconcile corporate credit cards and prepare and submit expenses.
• Perform other duties as assigned.

Qualifications:

• At least 3 years of proven experience as an executive assistant or similar role.
• The ideal candidate is proactive, exceptionally detail-orientated, and equipped with outstanding communication and organizational skills.
• Proficient working within Microsoft Office Suite (Outlook, PowerPoint, Word).
• Excellent time management skills with proven ability to meet deadlines.
• Excellent verbal and written communication.
• Ability to maintain confidentiality and operate with discretion in handling sensitive information.
• Demonstrated ability to be part of a collaborative team!