HireTalent
Overview The Executive Assistant provides comprehensive administrative support to assigned Directors and their teams. This role ensures smooth day-to-day operations by managing schedules, travel, communications, and confidential materials. The ideal candidate is proactive, organized, and skilled at anticipating the needs of business leaders.
Essential Functions Executive Support Provide high-level administrative assistance to Directors and staff, including scheduling meetings, arranging travel, managing expense reports, and handling confidential information with discretion.
Anticipate and prepare materials to keep executives well-informed and on schedule.
Prioritize and manage incoming correspondence, emails, and requests on behalf of business leaders.
Make informed decisions and act on behalf of leaders during their absence, ensuring continuity of operations.
Track progress on commitments and follow up on outstanding actions.
Meeting & Event Coordination Arrange local and offsite meetings, including logistics, refreshments, and catering.
Prepare agendas, take meeting minutes, and distribute follow-ups as required.
Actively coordinate and participate in staff meetings and company-sponsored volunteer events, including employee recruitment for participation.
Travel Management Organize domestic and international travel itineraries.
Coordinate with regional/global contacts to ensure compliance with passport, Our client, and other travel requirements.
Complete and reconcile expense reports accurately and on time.
Office Operations Order office supplies and process invoices, ensuring accuracy in SAP.
Create and maintain professional documents, spreadsheets, and presentations using Microsoft Office Suite and company systems (SAP, Workday, Concur, etc.).
Support administrative workload balancing across the department and provide backup coverage for other administrative staff as needed.
Compliance & Collaboration Build and maintain strong working relationships across the organization to facilitate effective communication and support.
Ensure compliance with company policies, procedures, and applicable laws and regulations.
Apply sound judgment and discretion in handling confidential information.
Minimum Qualifications Experience: Minimum 5 years of administrative or executive support experience.
Education: High school diploma or equivalent required; business or marketing degree preferred.
Technical Skills: Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
Experience with enterprise systems such as SAP, Workday, and Concur.
Professional Attributes: Strong organizational and communication skills.
Ability to handle multiple priorities with professionalism and discretion.
Initiative to anticipate needs and resolve issues proactively.
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