Executive Assistant (225-806)

Talentmate

An Executive Assistant plays a critical role in supporting high-level executives by managing schedules, organizing meetings, and handling a variety of tasks that allow faculty or company leaders to focus on their strategic and operational goals. This role requires a blend of organizational skills, communication prowess, and the ability to maintain discretion with confidential information. The Executive Assistant acts as a gatekeeper and facilitator, ensuring that the executive's workflow is seamless and efficient. From coordinating travel arrangements to preparing detailed reports, this position offers a highly dynamic working environment that is both challenging and rewarding. The ideal candidate will possess excellent multitasking abilities and exemplify professionalism in all interactions.

Responsibilities

• Manage the executive's calendar, including scheduling meetings and appointments with internal and external stakeholders.
• Coordinate travel arrangements, including booking flights, accommodations, and preparing itineraries for executive travel.
• Draft, review, and send communications on behalf of the executive in a timely manner.
• Prepare and edit correspondence, reports, presentations, and other documents for executive review.
• Organize and maintain files and records, both physical and digital, for easy access and retrieval.
• Facilitate communication between the executive and various departments to aid in efficient workflow.
• Act as a liaison between the executive and employees, clients, or other external parties.
• Monitor and respond to email communications, prioritizing correspondences in alignment with executive priorities.
• Conduct research and compile data to produce reports or deliver presentations for decision-making processes.
• Coordinate and manage event planning for meetings, conferences, and company functions.
• Maintain office supplies inventory by checking stock to determine inventory levels and anticipating needed supplies.
• Assist with personal tasks, as directed by the executive, to support work/life balance.

Requirements

• Bachelor's degree in Business Administration or a related field is preferred.
• Proven experience as an executive assistant or senior administrative assistant.
• Strong proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Excellent organizational and time-management skills with the ability to multitask.
• Strong verbal and written communication skills in a professional setting.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Ability to work independently and collaboratively within a fast-paced environment.
• Professional demeanor and ability to interact effectively with diverse stakeholders.