Executive Assistant

Key Responsibilities:

Executive & Administrative Support:

• Provide direct support to executives, managing calendars, scheduling, and setting up meetings (in-person and virtual).
• Take clear and concise meeting minutes when requested, ensuring timely distribution and follow-up on action items.
• Draft, proofread, and distribute professional documents, presentations, and reports.
• Handle confidential information and sensitive documentation with discretion.
• Create and manage the Executive Team's vacation calendar to ensure full visibility and avoid scheduling conflicts.

Travel & Itinerary Management:

• Manage detailed travel logistics, including flights, hotels, ground transportation, and itineraries for executives, employees, and customers.
• Coordinate personal travel arrangements for executives when needed.
• Handle conference registrations and accommodations.

Meeting & Event Coordination:

• Plan and execute corporate events, meetings, off-site retreats, and conferences, including logistics, catering, and AV needs.
• Coordinate internal celebrations, recognition events, and team-building activities across departments to promote a positive work culture and employee engagement
• Track budgets for meetings and events, ensuring cost-effectiveness and adherence to allocated funds.

Project Support:

• Act as a point of contact for executive projects, ensuring tasks and initiatives are progressing on schedule.
• Provide support to all team members and serve as a central resource.

Expense Management:

• Process and code expenses for executives.
• Manage personal expenses, event payments, and budgets.

Phone Management:

• Serve as the first point of contact for all incoming phone calls, directing inquiries to appropriate personnel or departments.
• Take accurate and detailed messages when necessary, ensuring prompt follow-up.

Office Cleanliness:

• Ensure that common areas, including conference rooms, the kitchen, and shared office spaces, are maintained cleanly and professionally.
• Overseeing building services and maintenance services provider.

Supply Management:

• Oversee the ordering, stocking, and maintaining of office supplies to ensure availability and proper inventory levels at all times.
• Manage supplier accounts.

General Duties:

• Provide executive support after-hours when necessary.
• Coordinate and manage registration and accommodations for conferences and seminars.
• Perform other reception and administrative duties as required by management to ensure smooth and efficient office operations.