Executive Assistant

Administrative Support For Senior Management

The ideal candidate will provide administrative support to senior management, ensuring the smooth operation of the office. This role requires a high level of professionalism, attention to detail, proactive problem solving and strong organizational skills.

Essential Responsibilities :

Provide exceptional administrative support to senior management, including preparing documents, reports, and presentations, as needed.

Provide administrative assistance, such as writing and editing e-mails, drafting memos, faxing, photocopying, transcribing meeting notes, handling incoming and outgoing mail, and preparing communications on management's behalf.

Organize meetings, including PowerPoint presentations, spreadsheets, and narrative reports, scheduling, sending reminders, and organizing catering when necessary.

Handle sensitive and confidential documents, ensuring their secure storage and retrieval.

Schedule quarterly and ad / hoc Board meetings and take minutes at Board meetings, as required.

Oversee timely processing of management's expenses, as needed.

Create and maintain a filing system for contracts, legal documents such as leases and deeds for all properties.

Maintain confidentiality at all times in every aspect of communications.

Ability to collaborate with inter-department teams, and support other executives, as needed.

Anticipate and meet deadlines, complete assignments with consistent accuracy.

Must have strong organizational skills and be able to multitask efficiently.

Ensure deadlines for annual State certifications filings are met.

Perform other duties as assigned by management.

Qualifications :

Bachelors Degree required.

Time management and ability to meet deadlines.

Must have excellent verbal and written communication skills.

Strong organizational skills, detailed oriented and has the ability to multitask.

Ability to work well under pressure and to prioritize tasks is absolutely essential.

Problem-solving and decision making.

Proactivity with ability to work with minimal direction, taking ownership of multiple projects and deliverables, while providing leadership to other administrative staff.

Proficiency in Microsoft Office software (Word, Excel, PowerPoint, Outlook), Minimum of 3 years experience supporting senior management level, and Authorization to work in the US are necessary.