Executive Administrative Assistant

1. Schedule and Calendar Management:
- Efficiently manage the executive's calendar, scheduling appointments, meetings, and conferences.
- Coordinate travel arrangements, including flights, accommodations, and transportation, ensuring all arrangements are well-planned and executed.
- Proactively anticipate scheduling conflicts and resolve them in a timely manner.
2. Document and File Management:
- Create, edit, and proofread various documents, including correspondence, reports, presentations, and memos.
- Organize and maintain digital and hard-copy files, ensuring information is easily accessible and properly archived.
- Handle sensitive and confidential information with the utmost discretion.
3. Project Coordination:
- Assist in the planning, coordination, and execution of special projects, events, and initiatives.
- Conduct research and gather information to support project objectives.
- Track project timelines, deliverables, and milestones, providing regular progress updates to the executive.
4. Communication and Correspondence:
- Draft and edit emails, letters, and other forms of communication on behalf of the executive, ensuring accuracy and professionalism.
- Receive and screen incoming calls, emails, and mail, prioritizing and responding to them in a timely manner.
- Serve as a liaison between the executive and internal/external stakeholders, maintaining effective relationships.
5. Meeting Coordination:
- Prepare meeting agendas, coordinate logistics, and arrange necessary materials and equipment.
- Attend meetings, take comprehensive notes, and distribute meeting minutes to participants.
- Follow up on action items and ensure timely completion of tasks.
6. Miscellaneous Administrative Tasks:
- Provide general administrative support, such as managing office supplies, preparing expense reports, and processing invoices.
- Assist in the onboarding of new employees, including coordinating orientations and preparing relevant materials.
- Handle ad-hoc requests and prioritize tasks effectively to meet deadlines.