Administrative Assistant  

Acts as Administrative Support to CEO

• Maintains the CEO’s calendar and email; prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
  • Writes/ prepares routine reports and correspondence as requested and/or directed by CEO.
• Manages CEO’s incoming calls and handles all calls and visitors with grace, sophistication, and professionalism.
• Updates his personal documents, and monitors and handles advances and payments related to CEO’s account.
  • Accurately tracks expenses for CEO by managing credit cards and receipts. Processes and submits receipts and another expense report accurately and on schedule.
• Provides complex travel arrangements. Becomes familiar with the specific, detailed needs of the CEO and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations.
• Maintains physical and electronic office filing systems for CEO.
• Ensures and maintains the confidentiality of all documents and transactions relating to Office of the CEO.
• Provide other administrative support to CEO in order to increase his availability for executive level responsibilities.

Acts as Administrative Support to the Executive Group

• Works closely with the group to arrange internal meetings and events as needed.
• Prepares and coordinates meeting logistics.
• Assists the group in preparing materials for the meeting (e.g. presentations, agenda, reports, etc.).
• Takes notes and distributes meeting minutes in a timely and accurate manner.
• Creates and maintains a monitoring system for action items and/ or deliverables.
• Support other members of the Executive group on other projects as needed.

Provides support in certain HR functions

• Recruitment
  • Prepares job postings in coordination with HR
  • Coordinates interviews with HR (initial interview) and Executive group as necessary
  • Coordinates pre-employment requirements and ensures submission
  • Inputs employee data and maintains employee files
• Training
  • Assists in training preparation and logistics in close coordination with HR
• Special Projects
  • Assists in company-wide employee events

• Able to multi-task; adept at project management
• Exhibits confidence in dealing with management/ executives
• With HR background, a plus
• Strong analytical and planning skills
• Good communication, writing and presentation skills
• Excellent problem-solving skills