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Role Overview
The Executive Assistant (EA) will serve as the primary point of contact for the Executive Director, providing high-level administrative support and coordination. The role requires a detail-oriented professional with exceptional organizational, communication, and multitasking skills to manage complex schedules, travel logistics, expense reporting, and executive-level correspondence.
Key Responsibilities
- Calendar Meeting Management
- Proactively manage and prioritize the Executive Director’s calendar, ensuring optimal use of time.
- Schedule, coordinate, and prepare for internal and external meetings, including agenda creation and supporting materials.
- Anticipate conflicts, resolve scheduling challenges, and ensure timely reminders.
- Administrative Support
- Draft, review, and manage executive-level correspondence, presentations, and reports.
- Maintain accurate records, files, and confidential information.
- Act as a liaison between the Executive Director and stakeholders, ensuring professional communication.
- Travel Logistics
- Arrange and manage complex domestic and international travel itineraries, including flights, accommodations, visas, and ground transportation.
- Ensure smooth execution of travel with detailed itineraries and contingency planning.
- Track travel expenses and reconcile with finance.
- Finance Invoicing
- Handle invoice processing, expense reports, and reimbursements in line with company policies.
- Coordinate with the Finance team for budget tracking, purchase orders, and vendor payments.
- Monitor and manage department-related administrative budgets.
- Coordination Stakeholder Engagement
- Serve as the point of contact for internal teams, external partners, and clients on behalf of the Executive Director.
- Support the organization of leadership team meetings, workshops, and offsites.
- Ensure effective follow-up on action items and deadlines.
- Special Projects Additional Support
- Assist in preparing presentations, data, and reports for board meetings, reviews, and leadership forums.
- Coordinate cross-functional initiatives as assigned.
- Undertake other administrative and project-based tasks to enable the Executive Director’s strategic focus.
Qualifications Skills
- Bachelor’s degree in Business Administration, Management, or related field preferred.
- 5+ years of experience as an Executive Assistant, preferably supporting senior leaders in a global organization.
- Strong organizational and time-management skills with proven ability to multitask.
- Excellent communication (written and verbal) and interpersonal skills.
- High proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and collaboration tools (Teams, SharePoint).
- Discretion and integrity in handling confidential information.
- Ability to work independently with minimal supervision, and adapt quickly in a fast-paced environment.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, religion, sexual orientation, gender identity, national origin, status as a veteran, and basis of disability or any federal, state, or local protected class.
