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Years of Experience
Date Last Verified
Executive Assistant The candidate will be responsible for directing questions and requests for information, managing complex reports and creating and monitoring complex plans and schedules. Will involve top level management contacts and exposure to highly sensitive information requiring considerable tact, diplomacy, and judgment. Proactively manage daily calendars and meetings for the executive leader and other members of the team using discretion in the screening and prioritization of leader's time. Independently answer and/or triage requests for information. Independently establish, organize, and maintain electronic and paper files per company guidelines. Facilitate communication and act as an effective liaison between internal and external customers by providing confidential, timely and accurate information. Drive key deliverables from external vendors including budget, case and spend estimates. Manage key reporting document with impeccable attention to detail. Review and prioritize documents and respond as appropriate. Drafts and prepares correspondence, announcements, presentations, and reports both internal and external to the company. Set-up and manage conference calls and meetings, including the preparation and organization of meeting space, materials in advance and order food for (breakfast/lunch, etc.). Manage the coordination and arrangement of meetings and events, some with very high-level executives both inside and outside the company. Arrange complex international and domestic travel. Maintains cleanliness and overall appearance of the physical office. Make sure Kitchen items and sufficiently stocked, coffee, utensils in drawers etc. Inventory tracking as well as manage/order and replenish office supplies. Accepts all incoming packages and direct to appropriate individuals. May perform office receptionist duties to all visitors and vendors in-person and on the phone. Manages office moves and other various facilities related tasks if applicable. May Handle coding and payment of vendor invoices. High level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company. Responsible for understanding and complying with company policies and procedures while performing the role outlined above. Above all, consistently use sound judgment and complex problem solving skills to provide professional administrative support in a fast-paced environment. Perform other duties and projects as assigned.
Qualification and Experience
The candidate should have Bachelor's degree in Business Administration, or equivalent work experience. Should have 5+ years of experience of executive administrative support. Paralegal experience, commercial real estate is a plus. Experience in working in a dynamic environment with a commitment to meeting deadlines is essential. Strong written and verbal communication skill is essential. Strong computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook is required. Experience in Photoshop and/or In Design is essential. Experience using Concur platform for travel reservations and expense reconciliation is essential. Strong analytical/problem solving skills is essential. Must have excellent written and verbal communication skills and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry professionals.
Company infoHiring Coordinator