Job Description

Responsibilities of Executive Assistant - Schedule appointments, maintains and update schedules & meetings daily into shared calendar - Coordinate travel arrangements, prepare itineraries, plan & co Responsibilities of Executive Assistant - Schedule appointments, maintains and update schedules & meetings daily into shared calendar - Coordinate travel arrangements, prepare itineraries, plan & coordinate logistics, and submit expenses reports - Screen all incoming phone calls, inquiries, visitors, and correspondences, and route them accurately - Maintain confidentiality of highly sensitive information - Manage complex office administrative work requiring the use of independent judgment and initiative - Answering and directing calls to appropriate executives and parties, taking messages and relatively them in a timely manner with accuracy. - Greeting visitors and determining access to appropriate internal parties. - Overseeing administrative policies within an organization and within the office recommending changes as appropriate. - Opening, sorting, and distributing correspondence, including email, faxes, and snail mail. - Reading, understanding and analyzing submissions, letters, agendas, memos and determining significance act on each as guided and routing to appropriate personnel in a timely and efficient manner. - Prepare reports, collect and analyze information prepare materials for presentations, present in scheduled meetings. - Develop and utilize historical information provide retrieval of information. Record meeting discussions and provide minutes. - Maintain inventory and office supplies. Anticipate office needs evaluate new office products place and often expedite orders when necessary. - Ensure smooth operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment. - Data analysis Proficient in Access, MS Word, Excel, Outlook. Perform filtering and sorting of data, V-lookup and other functions. - Coordinate finances, assist with budget preparation. - Train clerical staff on office equipment, policies and procedures, arrange for setup on new computers and logging of new employees in database. - Meet with special interest groups or individuals on behalf of executives. - Prepare executive responses to routine memos, letters, or correspondence. - Prepare checks for signature and review. - Provide clerical and general office support to other offices. Delegate tasks and responsibilities to other staff members when appropriate. - Prepare and develop a records management system maintain and recommend changes to records system when appropriate. Requirements of Executive Assistant - Bachelor's degree required or equivalent work experience - 5 years of experience in administrative support functions - Legal & Corp Sec Background a plus - Strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail - Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media web platforms - Very strong interpersonal skills and the ability to build relationships with key stakeholders