Performs administrative duties for executive management. Responsibilities may include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; training and supervising other support staff; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Sensitivity to confidential matters may be required.

 

Executive Assistant, sometimes called executive secretary or personal/private secretary, works closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis.  Executive Assistant helps managers to make the best use of their time by dealing with secretarial and administrative tasks.

Executive Assistant need extensive knowledge of the organization in which they work. They need to know who key personnel are (both external and internal) and understand the organization’s aims and objectives.

Managers often rely heavily on their Executive Assistant, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful Executive Assistant.

 

JOB DESCRIPTION:

 

Executive Assistant works closely with senior management to provide administrative support, usually on a one-to-one basis. Executive Assistant often acts as the manager’s first point of contact with people from both inside and outside the organization.  Managers often rely heavily on their Executive Assistant, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful Executive Assistant.

  • Manage tasks and work load in the customer service, accounting, warehouse and human resource departments
  • Devising and maintaining office systems, including data management and filing
  • Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations
  • Organizing and maintaining calendars  and making appointments
  • Taking meeting notes
  • Producing documents, briefing papers, reports and presentations
  • Organizing and attending meetings and ensuring the manager is well prepared for meetings
  • Answering telephone calls
  • Preparing letters, presentations and reports
  • Monthly commission and bonus for sales reps
  • Confirm Employee Daily attendance
  • File and keep records of Government Funding of training program to improve employee efficiency
  • Emailing landlord of any building maintenance issues

 

REQUIRED SKILLS Capacity, knowledge or skill that makes some one eligible for a position (GED, BS, a certification)

  • MUST be a People person and detail oriented
  • Bilingual Spanish/English
  • Strong computer and Internet research skills, Microsoft Office, SAP (a plus)
  • Project coordination experience with Excel and Word
  • Excellent interpersonal skills
  • Ability to work well with all levels of internal management and staff, as well as outside clients and vendors
  • Sensitivity to confidential matters may be required

 

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