Executive Assistant

Company Description

Sutherland is seeking an attentive and goal-oriented person to join us an Executive Assistant. We are a group of driven and hard-working individuals. If you are looking to build a fulfilling career and are confident you have the skills and experience to help us succeed, we want to work with you!

Job Description

As an Executive Assistant, you will act as the right hand of the company executive. Your role is crucial in supporting top-level executives and ensuring smooth operations within the organization. Your primary responsibilities include:

Job Description:

1. Calendar management: Organizing and managing the executive's schedule, including setting up meetings, appointments, and events. You'll be responsible for coordinating with internal and external stakeholders to ensure efficient time management.

2. Travel arrangements: Booking and coordinating travel arrangements, including flights, accommodation, and ground transportation, for the executive and sometimes for visiting clients or partners.

3. Communication management: Acting as a gatekeeper and managing all incoming and outgoing communications on behalf of the executive. This includes screening phone calls, managing emails, and drafting correspondence.

4. Meeting coordination: Scheduling, preparing for, and attending meetings. This includes creating and distributing agendas, taking minutes, and following up on action items to ensure deadlines are met.

5. Documentation and reporting: Managing, organizing, and maintaining important documents, files, and records. You may also be responsible for compiling and formatting materials for presentations or reports.

6. Project support: Assisting with various projects by gathering data and preparing reports or presentations as needed. You may also be involved in coordinating project timelines and ensuring tasks are on track.

7. Relationship management: Building and maintaining positive relationships with clients, partners, and key stakeholders. This may involve attending meetings, events, networking on behalf of the executive, and acting as a liaison between different departments or external parties.

8. Office administration: Assisting with general administrative tasks, such as ordering supplies, managing office equipment, and coordinating IT, for any executive needs.

Overall, as an executive assistant, you play a vital role in supporting the executive and enhancing their productivity and efficiency. Strong organizational skills, excellent communication, and the ability to multitask and prioritize are essential for success in this role.

Qualifications

• Earned a Bachelor's/College Degree in Secretarial or equivalent.
• Technical proficiency: Ability to use MS Office applications: Outlook, Excel, Power Point, and Word, Project Management Tools, and other relevant software.
• Communication skills: Excellent verbal and written communication skills
• Interpersonal skills: Building and maintaining relationships with executives, colleagues, clients, and vendors is important. Being personable, adaptable, and able to collaborate effectively are valuable interpersonal skills.
• Excellent ability to build networks within and across functions through proactive communication
• Organizational skills: Need to be highly organized to manage the multitude of tasks and responsibilities that come their way. Strong time management, prioritization, and attention to detail are key.
• Problem-solving abilities: Being able to think quickly, recommend solutions, and troubleshoot effectively can make a significant difference in this role.
• Flexibility and adaptability: The ability to adapt to changing priorities, deadlines, and unexpected situations is a valuable attribute for an Executive Assistant. Flexibility and the willingness to go the extra mile when needed are greatly appreciated.
• Proactive mindset: A proactive mindset helps Executive Assistants anticipate needs, manage workloads efficiently, and take initiative in supporting the executive or team they work with. Being proactive can help streamline processes and contribute to the overall success of the organization.
• Professionalism and discretion: Handle sensitive information and are privy to confidential matters. Maintaining a high level of professionalism and exercising discretion is vital in this role.
• Strong work ethics, integrity, trust worth, flexibility, diversity, customer service orientation, leadership/coaching skills and team building abilities.