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- Reliable point of contact for incoming calls, mail, visitors, and other requests evaluating the resulting importance of each. Provides detailed information and answers questions to the extent information is known, direct questions to other appropriate staff when necessary. Handles confidential information appropriately
- Anticipating issues with day-to-day activities. Seeing problems and resolving them independently in advance
- Effectively manage the Executives calendar and be the "gatekeeper" of scheduling and meeting availability
- Independently coordinate meetings, including use of videoconference or other meeting technology and organize, as needed, events or conferences, both internal and external to the company, by arranging facilities, issuing information and/or invitations support and taking minutes and issuing discussion notes
- Arrange travel schedules for the Executives, includes planning, booking, visa, preparing itineraries and providing all documents for meetings during travel
- Composes correspondence from brief instructions or notes. Verifies, edits and formats documents and correspondence which may include confidential information
- Prepares required requisition for travel & entertainment expense reimbursements and any required Purchase Orders requests
- Assists with office procedures, routines and filing systems as necessary
- Additional responsibilities involve providing back-up support to other Assistants during their absence on an as needed basis
- Minimum 5 years of direct experience supporting Senior Executives
- Superb written and verbal communication skills
- Strong interpersonal skills with the ability to interface effectively with a wide variety of internal stakeholders and external clients
- Proven ability to handle confidential and sensitive information with discretion
- Strong time management skills and the ability to organize and coordinate multiple projects at once
- Team player willing to do what it takes to get job done, adaptable and enjoys a challenge. Ability to operate with a high sense of urgency
- High energy and organized with superior organization and analytic ability. Analyze needs and problems and determine approach and priority
- Excellent follow up skills, flexible, detailed oriented, self-starter with the ability to multi-task, anticipate, prioritize, and function under tight deadlines, heavy workload, and pressure
- Strong working knowledge in the Microsoft 365 Office suite of tools. Data analysis skill is a plus
- Proven experience in event planning in a corporate environment is desirable
- University degree or equivalent, preferred
Reference Code: 132923