Executive Assistant

We are building a team of trailblazers, who embody growth, impact, and excellence.

Job Description

Responsibilities:

• Conserves Country Manager and Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Maintains Country Manager’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel, maximizing productivity
• Welcomes customers by greeting them, in person or on the telephone; answering or directing inquiries
• Maintains customer confidence and keeps information confidential
• Prepares reports by collecting and analyzing information and prepares and creates presentations, including transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics
• Secures information by implementing and maintaining a records database
• Ensures that meetings and activities requested have clear objectives, and are appropriately prioritized in the given timeframe
• Takes ownership of the completion of tasks or projects, such as:
  • Purchasing items or equipment
  • Implementing optimal cadence for multiple meetings
  • Coordinating office fellowships and community engagement activities
  • Arranging resources and lunches necessary for an event or meeting
  • Writing/editing/printing materials
• Completes minor tasks designed to save time, such as:
  • Ordering/Picking up lunch
  • Placing, tracking and receiving orders for office materials or supplies
  • Working with Office Management Company team to resolve office inquires
• Responds in an appropriate timeframe to requests or inquiries

Qualifications:

• Bachelor’s degree required
• 3+ years’ experience as an Administrative Assistant
  • 1+ years of Executive Assistant experience preferred
• Ability to gather and manage data from multiple sources; highly organized
• Excellent verbal and written communication skills
• Demonstrated “can-do" approach and the ability to work efficiently and creatively
• Ability to identify and prioritize objectives while managing daily requirements
• Self-starter, proactive approach in identifying and improving processes and systems

Equipment and Software Knowledge

• Microsoft Office Applications
• Zoom
• IFS (preferred)
• Workday (preferred)
• CRM (Microsoft Dynamics or Salesforce preferred)

Direct Reports

There will be no direct reports to this role

Working Environment

• Conditions may include working inside and/or outside. May work around office machinery with moving parts and moving objects. Working near radiant and electrical energy. Working closely with others or working alone. Working extended or irregular hours and travelling by all possible modes of transportation.

Physical Job Requirements

• Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs, identify colors, hear with aid, see, write, count, read, speak, analyze, lift and carry under 30 lbs., and perceive depth.

Tools and PPE Requirements

• Equipment (machines, tools, devices) used in performing the essential job function include but not limited to computers and related equipment, calculators, copiers, fax machines, and telephone.