Executive Assistant
2 weeks ago
We are seeking an experienced Executive Assistant to provide high-level administrative support to our Vice President – Pacific and members of the Pacific Leadership team. The successful candidate will have exceptional organizational skills, attention to detail, discretion, and the ability to handle a wide range of administrative and executive support tasks.
Key Responsibilities- Calendar Management: Efficiently manage and prioritize calendars, scheduling meetings and appointments, assisting with travel arrangements, and anticipating scheduling conflicts.
- Communication and Correspondence: Serve as a primary point of contact for internal and external communications, screening and prioritizing emails, phone calls, and other correspondence. Draft and prepare correspondence on behalf of the VP and/or leadership team for review.
- Meeting and Event Coordination: Organize and coordinate meetings, conferences, and special events, including preparing agendas, materials, and presentations. Ensure that meeting logistics are handled smoothly, including room reservations, catering, and audiovisual equipment setup.
- Office Management: Manage office requirements, including management of the virtual receptionist system, collection and management of mail/deliveries, ordering supplies, managing office equipment, maintaining office facilities in a presentable manner, and coordinating maintenance requests.
- Travel Arrangements: Arrange domestic and international travel accommodations, including flights, hotels, transportation, and visas. Provide detailed itineraries and ensure that travel plans align with executive preferences and business objectives.
- Document Management: Maintain organized and up-to-date electronic and physical filing systems for VP documents, reports, and records. Ensure confidentiality and accuracy in handling sensitive information.
- Expense Tracking: Track and reconcile executive expenses, including processing reimbursement requests, reviewing receipts, and maintaining expense reports. Coordinate with the finance department as needed.
- Special Projects: Assist with special projects and initiatives as assigned by the VP and/or Leadership Team, including research, data analysis, and presentation preparation. Collaborate with team members to ensure timely completion of projects.
- Proven experience as an executive assistant or similar role, supporting VP-Level executives or senior management.
- A passion for administration and customer service.
- Exceptional attention to detail.
- Advanced in Microsoft Office Suite and other productivity tools.
- Proactive nature and ability to take initiative.
- Discretion and confidentiality in handling sensitive information.
- Strong organizational and multitasking abilities.
- Flexibility and adaptability to changing priorities and deadlines.
- Professional demeanor and interpersonal skills, with the ability to interact with individuals at all levels of the organization.
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