The Personal Executive Assistant is responsible for the coordination of activities and ensuring timely flow of information too. This position handles details of a highly confidential, critical and sensitive nature, and must function efficiently and effectively in a professional environment. This position is required to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes.
Essential Duties and Responsibilities:-
*Manages the calendar and schedules appointments and makes decisions accordingly.
*Develops and maintains a system that alerts to upcoming deadlines on incoming requests or events.
*Manages Executive’s travel arrangements and proactively coordinates the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, hotels, transportation, meeting agendas and necessary contacts, as well as other information.
*Maintains a full understanding of travel arrangement requirements and travel protocols for supported Executives.
*Performs special personal projects as assigned by the Executives while coordinating multiple tasks with little or no supervision.
*Develops and assists with corporate communications such as press releases, internal memos, presentations and related projects.
*Screens incoming calls and correspondence and responds independently when possible.
*Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budgets.
*Works closely with staff to ensure timely provision of back-up and informational materials relevant to meetings.
*Prepares agendas, notices, minutes and resolutions for corporate meetings.
*Performs complex and confidential secretarial functions including purchase requisitions, payment requests, expense reports and other department forms and documents as required.
*Maintains confidentiality of all corporate, personal and research matters.
*Reconciles corporate credit card account(s) for assigned executives and personal accounts where these are used in connection with Executive responsibilities.
*Perform other related duties as assigned.
Education: Bachelor's degree desired or equivalent experience
Four plus years experience in executive assistant role
Excellent sense of discretion with regard to highly sensitive and confidential information.
Intermediate computer skills including Word, Excel, Outlook, PowerPoint, use of Internet
Experience working with boards and officials.
Attention to detail in composing, typing, proofing materials, establishing priorities, Flagging items for Executive’s attention and meeting deadlines.
Proven ability to manage multiple priorities with excellent follow-through to meet deadlines in a fast-paced environment.
Excellent telephone skills required for handling complex inbound and outbound calls.
Self-motivated with the ability to work independently
Energetic, passionate and service oriented (positive) attitude with the ability to be flexible.
Strong teamwork skills and ability to work with various personalities and styles.
Multitasking required while remaining calm and friendly
May be required to be available during non-regular business hours, evenings and/or weekends, on occasion or as needed to provide support and assistance to the Executives.
Minimum typing speed of 50 wpm.
Must be able to pass a background check and physical/drug test.
Exceptional listening, written and verbal communication skills with the ability to build and maintain relationships.
For safety reasons, ability to read, write, and communicate in English is required.
Must have ability to write professional business correspondence.
Must have ability to effectively present information and respond to questions from Executives.
Knowledge of basic mathematical concepts
Ability to compile, code, categorize, calculate, tabulate, audit, or verify information or data
Ability to apply common sense understanding to carry out instructions.
Own transportation required.
While performing the duties of this job, the team member is regularly required to sit for up to 8 or more hours/day and talk or hear.
The team member is occasionally required to walk.
The team member is occasionally required to stand; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
The team member must regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 40 pounds.
Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.