Job description for an Executive Assistant

Job Brief

We are looking for an Executive Assistant to be a key player providing support to the executive team.  The Executive Assistant will collaborate with members of the management team to assist in gathering relevant information and data to support decision-making processes.  There will be a variety of administrative tasks such as calendar management, organising meetings, making travel arrangements and preparing expense reports.

Responsibilities

• Prioritise and summarise the content of incoming materials to assist executives
• Organise meetings and accurately record minutes
• Research data to prepare documents for review and presentation
• Prepare and maintain a variety of highly confidential documents
• File and retrieve corporate records, documents and reports
• Answer telephone calls, take messages and/or direct the caller to another party as appropriate
• Prepare and audit expense reports for approval and processing
• Negotiate contracts with vendors
• Prepare and distribute internal and external communications such as memos, presentations and reports
• Maintain positive and professional communications, both internally as well as externally
• Work to ensure seamless office operations including interactions with vendors and other partners
• Answer telephone calls, take messages and/or direct the caller to another party as appropriate.
• Identify continuous improvement opportunities for internal processes and systems
• Provide general administrative support
• Run errands as necessary
• Additional duties as assigned

Requirements

• Proven experience as an executive assistant
• Strong computer skills
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• Strong decision-making skills
• Excellent verbal and written communications
• Valid driver’s license
• First-rate attention to detail
• Ability to accept constructive criticism
• Excellent organisational skills
• Committed to maintaining confidentiality
• Ability to work calmly and efficiently under pressure and within deadlines
• Must have a four-year degree
• Experience with calendar management
• Basic accounting knowledge a must
• Impressive time management abilities