Executive Assistant

Position Overview

Under the direct supervision of the executive staff Chiefs (CFO, CDO), this position provides administrative support. In addition to scheduling and coordinating meetings and conferences, assisting in the creation of confidential documents, and working on special projects, this position is responsible for typing, filing and database entry. The Executive Assistant will answer non-routine correspondence and assembles highly confidential and sensitive information. This position deals with a diverse group of important external callers and visitors as well as internal contacts, at all levels of the organization. Independent judgment and proactivity is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures.

Reports to: The Executive Team

Duties and Responsibilities:

  • Provides administrative high-level support.
  • Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
  • Performs desktop publishing.
  • Creates and develops visual presentations for meetings, publications, leadership news.
  • Advances on-line research of corporations for meeting purposes.
  • Establishes, develops, maintains and update's filing system
  • Retrieves information from files when needed.
  • Organizes and prioritizes large volumes of information and calls.
  • Sorts and distributes mail.
  • Drafts written responses or emails to colleagues and staff.
  • Replies by phone or e-mail when necessary.
  • Responds to regularly occurring requests for information.
  • Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, Presidents, Senior Vice Presidents and Chiefs.
  • Works independently and within a team on special nonrecurring and ongoing projects.
  • Acts as lead for special projects, at the request of the executive team, which may include: planning and coordinating multiple presentations, disseminating information, direct mailings,
  • Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.
  • Proofreads copy for spelling, grammar, and layout, making appropriate changes.
  • Responsible for accuracy and clarity of all final copies.

Knowledge and Skills:

  • Work requires an excellent command of the English language.
  • Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment. Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software i.e. power point.
  • Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
  • Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
  • Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

Education and Work Experience:

  • Bachelor’s degree is required or an equivalent of 3 years or more in an Executive Assistant role.
  • The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.
  • The incumbent must meet the highest levels of professionalism and trustworthiness

How to Apply

To apply, email [email protected]