Executive Assistant

1) Professional Administrative Support

• Provide proactive administrative support including liaising with key internal and external contacts, scheduling and general correspondence to ensure all needs of the Managing Director are met.
• Prioritize and organize work to facilitate the smooth running of the business.
• Manage and monitor the calendar of appointments, upcoming events and facilitate prioritized response to matters requiring immediate attention.
• Coordinate agendas, dispatch meeting invitations, book meeting rooms, and arrange for IT resources.
• Develop and maintain an efficient recordkeeping / filing system (both electronic and hard copy as required).
• Maintain cleanliness of CEO’s office environment and organize CEO’s files and records.
• Develop communications and correspondence as required.
• Participate in planning, organizing and implementation of events (e.g., roadshows, conferences).
• Manages complex international multi-leg travel, often requiring continuous changes and rescheduling.
• Meeting support (e.g., minute taking, summarizing action items and next steps) as required.
• Manage expenses.
• Screen telephone calls and respond to moderately complex inquiries or matters of an administrative or operational nature.
• Identify and respond to appropriate requests independently and confidentially.
• Primary contact for all general inquiries.
• Liaise between Managing Director and all other team members.
• Develop and leverage relationships to foster and support intra-group coordination.
• Exercise diplomacy and be a professional representative of the team.
• Interacts with colleagues, vendors and clients globally, dealing with multiple timezones and cultural implications.
• Will be provided with a company iPhone to monitor urgent requests after-hours.

2) Expense Analysis & Support Accountabilities

• Monitors and analyzes CEO expenses to determine whether personal or company-related.
• Works closely with Office Manager to ensure all invoices, vendor payments and receipt tracking are completed in a timely manner.

3) General Office Administration

• Liaise with Office Manager regarding maintenance issues and premises/equipment upkeep.
• Prepares and dispatches outgoing mail and interfaces with couriers.
• Order and approve catering, supplies, and stationary purchases within budget.
• Maintain document files and archiving of records.
• Work with Office Manager to maintain vacation records for the department.
• Performs back-up function for other administrative staff during absences.
• Maintains and handles confidential client and leadership information appropriately.

4) Personal Assistance Administration Accountabilities

• Personal tasks to allow the CEO to more easily conduct business, including but not limited to:
• Picking up food (snacks/lunch/dinner) or sundries.
• Booking personal appointments and reservations.
• Personal travel arrangements.