Secretary / Executive Assistant

An Executive Assistant (EA) is a highly skilled administrative professional who provides comprehensive support to a senior-level executive or team of executives. Unlike a traditional administrative assistant, an EA's role is more strategic, requiring a high degree of proactivity, discretion, and problem-solving. They act as a gatekeeper and a trusted partner, managing the day-to-day operations to allow the executive to focus on high-level strategic tasks. Here is a breakdown of the key components of an Executive Assistant job profile: SummaryThe Executive Assistant is the right hand of the executive they support. They are responsible for managing and organizing the executive's time, communications, and administrative tasks. This role requires an individual who is highly organized, detail-oriented, and capable of working independently in a fast-paced environment. They must be a strong communicator and possess the ability to handle confidential and sensitive information with the utmost discretion. Core Duties and ResponsibilitiesCalendar Management: Proactively manage and maintain the executive's complex calendar, including scheduling and prioritizing meetings, appointments, and events across different time zones. Anticipate scheduling conflicts and find proactive solutions. Communication & Gatekeeping: Serve as the primary point of contact for internal and external stakeholders. Screen and manage incoming calls, emails, and correspondence. Draft and prepare professional correspondence, memos, and reports on behalf of the executive. Travel Coordination: Arrange and manage all aspects of business travel, including booking flights, hotels, and ground transportation. Create detailed itineraries and handle any last-minute changes or unexpected issues. Meeting and Event Support: Prepare agendas, briefing materials, and presentations for meetings. Attend meetings to take detailed notes, record minutes, and track action items to ensure timely follow-up. Organize and coordinate corporate events, team lunches, and client meetings. Document and Information Management: Create, edit, and format reports, proposals, and presentations. Maintain and organize effective physical and digital filing systems. Handle sensitive and confidential documents with professionalism. Financial & Administrative Support: Manage executive expense reports, process invoices, and handle basic bookkeeping tasks. Assist with budgeting and tracking expenses. Special Projects: Take on various special projects, which can range from conducting research and compiling data to assisting with cross-departmental initiatives and strategic planning. Office Management: Assist with general office duties such as ordering supplies, managing records, and ensuring the smooth operation of the executive's office. Skills and QualificationsExperience: Proven experience as an Executive Assistant or in a similar high-level administrative support role, often with a minimum of 3-5 years of experience. Technical Proficiency: Advanced knowledge of productivity software, particularly the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools like Google Workspace, project management software (e.g., Asana, Trello), and CRM systems. Organizational and Time Management Skills: Exceptional ability to prioritize tasks, manage multiple projects simultaneously, and meet tight deadlines without compromising on quality. Communication Skills: Excellent written and verbal communication skills, with a professional and polished demeanor. The ability to effectively convey information to a diverse range of people, from internal staff to high-level clients. Discretion and Confidentiality: A high degree of professionalism and the ability to handle confidential information with absolute discretion. Problem-Solving & Proactivity: Strong critical thinking and decision-making abilities. The capacity to anticipate needs, identify potential issues, and solve problems independently and effectively. Interpersonal Skills: The ability to build and maintain strong, positive relationships with colleagues, clients, and other stakeholders. Adaptability: The flexibility to adapt to changing priorities and a fast-paced, dynamic work environment.