Executive Assistant

Job Scope:

The Executive Assistant is accountable for coordinating and managing the day-to-day activities and operation of the Senior VP’s office. S/He supervises and handles the schedules and communications in a timely and accurate manner while handling different organizational and administrative tasks.

Main Duties & Responsibilities:

• Oversee and support all administrative duties in the office and ensure smooth operation at all levels
• Manage the flow of information through screening and prioritizing calls, visitors and correspondence taking messages when needed
• Manage the calendar of the Senior VP, set up and attend work meetings taking minutes and sending back reports and memos to attendees
• Supervise and coordinate arrangements for travel and work-related accommodations as well as other administrative and organizational tasks
• Produce and validate the content of memos, e-mails, presentations and reports to be sent to management
• Monitor and follow up on daily office expenses, negotiate prices and manage contracts making sure all items are invoiced and paid on time
• Prepare and oversee the office budget, plan expenditures, analyze variances and issue related reports
• Follow up on office supply inventory making orders for missing items when and as needed
• Design, implement and maintain office filing system while establishing and monitoring procedures for record keeping
• Interview and recruit office staff and provide proper training to ensure smooth on-boarding of the new joiner

Qualifications

• Bachelor's degree or equivalent experience
• At least 3 years of experience