Executive Assistant

Job Title: Executive Assistant to EVP

Job Description:

We are seeking a highly organized and proactive Executive Assistant (EA) to support the EVP in managing daily operations and enhancing productivity. The ideal candidate will be responsible for providing comprehensive administrative support, managing the calendar, handling secretarial activities, and coordinating employee engagement initiatives.

Key Responsibilities:

1. Secretarial and Administrative Support:

2. Provide high-level administrative support to the including scheduling meetings, preparing agendas, and taking meeting minutes.

3. Handle phone calls, emails, and correspondence on behalf of the ensuring timely responses and follow-ups.
4. Organize and maintain files, documents, and records for easy retrieval and tracking.

5. Coordinate travel arrangements and itineraries for the as needed.

6. Managing EVP Calendar:

7. Efficiently manage the EVP's calendar by scheduling and prioritizing appointments, meetings, and events.

8. Anticipate scheduling conflicts and make adjustments as necessary to ensure optimal use of the EVP time.

9. Coordinate internal and external meetings, ensuring necessary resources and documents are prepared in advance.

10. Employee Engagement Activities:

11. Support the planning, coordination, and execution of employee engagement activities, including team-building events, workshops, and corporate social responsibility programs.

12. Collaborate with HR and other departments to foster a positive and engaging work environment.

13. Monitor employee feedback to ensure engagement initiatives are meeting their objectives and make recommendations for improvement.

14. Communication and Liaison:

15. Act as the primary point of contact for internal and external stakeholders interacting with the EVP.

16. Facilitate communication and coordination across departments, ensuring smooth operations and timely information flow.

17. Prepare and distribute internal communications related to employee engagement, company events, and other relevant initiatives.

18. Project Management Assistance:

19. Assist the EVP in managing key projects by tracking deadlines, progress, and deliverables.

20. Provide administrative support for departmental initiatives and cross-functional projects as needed.

21. Prepare reports, presentations, and other materials to assist the COO in making informed decisions.

22. General Office Support:

23. Perform various office tasks such as ordering supplies, managing office equipment, and ensuring office organization.

24. Handle ad hoc tasks and projects assigned by the evp or other senior executives.

Qualifications:

• Proven experience as an Executive Assistant or in a similar administrative role.
• Exceptional organizational skills and ability to multitask effectively.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong interpersonal skills and ability to interact effectively with employees at all levels.
• High attention to detail and problem-solving capabilities.

Education and Experience:

• Bachelors degree or equivalent experience in business administration, management, or a related field.
• Previous experience in a similar executive support role is preferred.

Work Environment:

• Full-time, office-based position with occasional remote work flexibility.
• The role may require occasional travel and participation in after-hours events related to employee engagement activities.