Executive Administrative Support Specialist
2 days ago
As a highly organized and detail-oriented individual, you will provide administrative support to our executive team. Your expertise in multitasking, time management, and communication will be essential in ensuring the smooth operation of our office.
The ideal candidate will have the ability to work independently, think critically, and prioritize tasks effectively. You must be proficient in Microsoft Office and have excellent written and verbal communication skills.
- Key Responsibilities:
- Manage executive-level tasks and ensure timely completion
- Organize and schedule meetings and appointments
- Partner with HR to maintain office policies as necessary
- Organize office operations and procedures
- Coordinate with IT department on all office equipment
- Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
- Manage contract and price negotiations with office vendors, service providers, and office lease
- Provide general support to visitors
- Responsible for creating PowerPoint slides and making presentations
- Manage executives' schedules, calendars, and appointments
- Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored
- Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers
- Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
- Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
- Ensure that results are measured against standards, while making necessary changes along the way
- Allocate tasks and assignments to subordinates and monitor their performance
- Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff
- Perform review and analysis of special projects and keep the management properly informed
- Determine current trends and provide a review to management to act on
- Responsible for recruiting staff for the office and providing orientation and training to new employees
- Ensure top performance of office staff by providing them adequate coaching and guidance
- Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing industry publications
- Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise
- Participate actively in the planning and execution of company events
Benefits:
We offer a competitive salary, comprehensive benefits package, and opportunities for career growth and development.
Requirements:
To be successful in this role, you will need to have:
- A degree in Business Administration or related field
- At least 3 years of experience in an administrative role
- Excellent communication and interpersonal skills
- Proficiency in Microsoft Office
- Ability to work independently and as part of a team
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