All executive assistants are responsible for communication, schedule and office management, as well as support tasks for direct and indirect business partners.
responsibilities related to communication
* establish flexibility and maintain positive and constructive communication, as well as uphold a professional tone in the workplace with external collaborators and employees at all levels.
* ensure the highest level of confidentiality for all information received for all business partners.
* possess excellent written and verbal communication skills to interact effectively with diverse personal styles of collaborators.
* act as the key point of contact in the area to minimize disruptions for direct and indirect business partners.
* manage email responses as requested by the business partner (read, evaluate, respond, forward, and/or delete as appropriate).
* collect, monitor, analyze, and communicate metrics as needed.
* assist in the preparation, planning, and execution of internal and external audit processes.
time/activity management responsibilities
* maintain updated daily calendars for organizational leaders.
* schedule internal and external meetings with organizational collaborators.
* coordinate travel arrangements for business partners when appropriate.
* effectively organize all travel logistics, including air, hotel, ground transportation, meeting sites, participants, and itineraries for business partners.
* schedule and coordinate periodic meetings and reviews.
* identify stakeholders, manage relationship building, and coordinate event organization.
* provide backup support for other administrative colleagues when necessary
office administration responsibilities
* organize committees or leadership teams, including members from various departments.
* facilitate employee transfers and onboarding processes.
* manage and oversee internal and external visitor processes.
* perform general administrative tasks such as mailings, scanning, and photocopying documents.
* ensure order management, storage, and budget tracking to meet necessary requirements.
* develop and maintain records, as well as manage and safeguard them.
* prepare invoices with or without purchase orders.
basic requirements
* english proficiency.
* high school diploma or equivalent.
* relevant experience as an administrative assistant or equivalent.
additional skills/preferences
* experience with microsoft office suite (word, powerpoint, excel, outlook) and expense reporting tools.
* ability to work independently with little or no guidance (proactive and self-taught).
* achieve consistent results while demonstrating maturity and personal discretion.
* strong verbal communication skills, including handling demanding external clients.
* high level of trust, ethics, and ability to manage sensitive information.
* strong time and activity management and organizational skills.
* excellent problem-solving ability
* experience working with and support expatriates
* works proactively and takes initiative
* identifies opportunities and improving processes to make the business better