The Executive Assistant is responsible for providing administrative support to one or more executives, performing day-to-day tasks such as coordinating diaries, preparing materials for meetings, organizing and managing data, and liaising with other departments. A valuable asset to the executive team, the Executive Assistant is expected to communicate effectively, display a strong sense of professionalism, be resourceful, and maintain the highest degree of confidentiality.
- Coordinate closely with the executives in maintaining their diaries. This should be aligned to the executives' preferences, priorities, leniencies, and limits to create a proper balance between commitments.
- To work closely with the executive in terms of structuring and proper prioritization of the day-to-day administrative activities including key events, travel plans, and other action items.
- Create and maintain reports, spreadsheets, distribution lists, email groups, and other necessary documents and databases in response to and in anticipation of executive's needs
- Able to arrange domestic and international travel (Airline, Hotel, Car Rentals, Train Tickets)
- Practice collaboration with all levels within the company, develop effective networks with peers as well as external professional groups
- Practice confidentiality and maintain high standards of business ethics, ensuring strict compliance with company policies
- Prepare and coordinate presentations
- Assist in the staging of virtual and in-person events
- Able to oversee correspondences for the executive by identifying important emails and sorting based on priorities by assigning some rules
- Prepare and submit the Executive’s expense reports aligned with service-level agreements
- Conduct research - data gathering in a particular field or industry to generate valuable insights
- Prepare and process expenses and invoices for payment
- Process purchase requests, purchase orders, invoice coding, vendor setup, and conduct accounts payable coordination
- Maintains and organizes documents in Sharepoint and Teams databases for stakeholders, including tasks such as saving, organizing, and creating folders for efficient document repository management.
- Assist in office activities such as Friday night events, birthdays, and other office activities needing support that can be done remotely.
- Relies on experience and judgment to plan and accomplish more complicated goals. Completes tasks independently and receives guidance on new assignments or atypical matters.
- Perform and accomplish the responsibilities listed above with moderate guidance of the Team Lead.
- Perform other related projects and duties as assigned.
