Executive Assistant

Executive Assistant will provide a full range of administrative support for Executive and Senior Team. The successful candidate will be able to work independently with little or no supervision in a demanding environment while maintaining a relaxed demeanor and consistently exercising excellent judgment. This person must be exceedingly well organized, discrete, and flexible and enjoy the administrative challenges of supporting multiple executives and interacting with team members.

The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Manage calendars, book meeting rooms and coordinate complex executive meetings.
• Assist with travel reimbursement for executives in Oracle system.
• Prioritize and manage multiple projects simultaneously.
• Follow through on issues in a timely manner.
• Answer phones and promptly and efficiently direct all incoming calls to appropriate party.
• Review and summarize miscellaneous reports and documents; prepare background documents, invoice processing and outgoing mail as necessary.
• Arrange domestic and international travel including but not limited to scheduling, reservations, hotel, visas, immigration paperwork, meals and processing of expenses for executives.
• Assist with preparation of presentation materials and related technologies as required.
• Organize department filing system and files correspondence, memos, reports, etc. as required.
• Performs other duties as assigned.
• Sort mail and faxes as necessary.

POSITION REQUIREMENTS:

• Associated or BS degree a plus.
• Prior experience supporting SVP level and public company is a plus.
• Expert written and verbal communication skills, strong negotiation skills, decision making ability and attention to detail are required.
• Ability to effectively interact with senior executives and team members.
• Experience assisting with the creation of presentations and conference calls.
• Expert level proficiency in MS Office, including Word, Excel, PowerPoint, Oracle and Outlook.
• Experience scheduling international and domestic travel arrangements for management including visas, invitation letters and supporting documentation as required.
• Comfortable using e-mail, text messaging, instant messaging, fax machines, photocopiers, scanners, videoconferencing, telephone systems, computer, tablets, mobile phones and office software, etc. efficiently.
• Able to work on-site in the mornings, 4 to 5 days a week.
• Travel up to 5% locally.