About the job
Responsibilities
- Maintain the executive’s calendars, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
- Manage executive’s email inbox
- Transcribe source material, and prepare documents, reports, tables, and charts; distribute as appropriate.
- Acting as the point of contact among executives, employees, clients, and other external partners
- Managing information flow in a timely and accurate manner
- Make travel and accommodation arrangements
- Format information for internal and external communication – memos, emails, presentations, reports
- Take minutes during meetings
- Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
- Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
Qualifications
- Previous work experience as an executive assistant is required
- High degree of attention to detail
- High degree of professionalism, discretion, and confidentiality while handling sensitive information and communication on behalf of executives
- Excellent communication and interpersonal skills to interface with Internal Managers and potential clients via email and virtual meetings
- Proficiency in managing Google Calendar, Google Drive, Calendly, Asana, and Google Email with a high degree of accuracy and attention to detail
- Proficiency in using Zoom, Google Meet, and other virtual meeting software as needed
- Proficient in using Asana and other project management tools to manage tasks, deadlines, and assignments
- Ability to maintain a running summary of all meetings held
- Experience with recording meetings via Google Meets and Zoom
- Professional judgment to escalate high-profile meetings, people, leaders, and other key people to the attention of executives as appropriate
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