Executive Assistant

What you need

• Scheduling meetings and calendar management

• Managing timely approval from the VP desk on business documents

• Managing task list, prioritization, and deadlines

• Coordinate travel arrangements, file and manage expense reports

• Working with other leaders/ others on collating reports or data as may be required

• Organize meetings, town halls, teleconferences and webcasts, plan and send out agendas & invitations, coordinate meeting logistics, prepare presentations and other materials, and troubleshoot problems and special meeting requests.

• Data entry, preparing reports, process letters, recognition certificates and other materials (charts, graphs, presentations, word documents etc.) using Microsoft Office

• Maintain a well-organized filing system, ensuring critical and/or confidential data is appropriately and accurately managed and stored

• Liaise directly with senior management, division executives, and administrative support staff

• Planning and organizing offsites, luncheons, team building events, etc.

• Answer, screen, and route phone calls; respond to requests; prepare and screen communication, email, and voicemail

• Managing internal and external visitors

• Support of departmental goals to ensure completion of ongoing projects and special assignments

• May be assigned non-routine projects

What you need

Education & Special Trainings:

• 5+ years of experience providing administrative and operational support at an executive level

• Any specialized training/ certification in general management or administrative assistant will be a plus

• Preferred exp in managing CTO-level executives in MNCs.

• Preferred exp of managing commercial leaders in a matrix organization

Qualifications & Experience:

• Demonstrate excellent interpersonal, oral and written communication skills

• Strong proficiency in using Microsoft Office Suite technology, including presentation creation and formatting, complex document creation, spreadsheet creation and maintenance.

• Demonstrate proficiency in email and calendar systems preferring Outlook proficiency; meeting management preferring Microsoft Teams; and data storage, modification and retrieval preferring SharePoint.

• Detail orientation

• Organizational skills to establish proper structure and order

• Ability to prioritize multiple simultaneous deliverables and work in a demanding environment

• Ability to take initiative, learn new concepts, processes, tools and applications; improve current processes to bring efficiency

Physical & Mental Requirements:

• Must be able to review printed and handwritten materials.

• Must be able to analyze and resolve complex administrative issues of a broad scope using independent judgment.

• Must be able to observe and correct minute inconsistencies (e.g. in the printed word, report appearance, etc.)

• Must be able to understand and work within complex interdivisional procedures and executive schedules