Senior Executive Assistant  

General Objective:

Provide high-level administrative support to the CEO and CRO of our client by conducting research, preparing presentation materials and making statistical reports. Responsible for regular administrative work including but not limited to calendar management, handling information requests, making travel arrangements, preparing correspondence, receiving visitors, screening appointment and phone calls, arranging conference calls, and scheduling meetings.

Duties include, but are not limited to to the following:

Organization

• Schedules and organizes meetings
• Prepares agendas and make arrangements for committee, board, and other meetings
• Makes travel, hotel, restaurant, and event arrangements for management, employees and clients, when necessary
• Prioritizes and manages multiple projects simultaneously and follows through on issues in a timely manner

Research and Presentation

• Conducts research, compiles data, prepares papers and presentations for consideration and presentation by executives, clients and board of directors
• Prepares reports, letters, financial statements and other documents using word processing, spreadsheet, database, or presentation software
• Displays strong internet research and presentation skills

Correspondence and Communication

• Opens, sorts, and distributes incoming correspondence, including faxes and emails, as directed
• Prepares background documents and outgoing mail as necessary
• Prepares responses to correspondence containing routin inquirires
• Answers phones and directs all incoming calls to the appropriate party promptly and efficiently communicates and handles incoming and outgoing electronic communications as directed
• Keeps track of assigned documents and spreadsheets

Data Collection and Data Entry

• Attends meetings and compiles, transcribes, and distributes minutes of these meetings
• Files and retrieves corporate documents, records, and reports

Customer Service, Representation, and General Administrative Tasks

• Handles calls and represents the organization when directed
• Sends special clients gifts or flowers for occasions on behalf of the organization, as directed
• Handles miscellaneous administrative tasks for the President as directed, including personal errands as required
• Compliance with the Company Quality and Information Security Policy and sub-policies
• Responsible for protecting information assets of the company, company assets from unauthorized disclosure, breach or loss

Qualifications:

• Bachelor's Degree of equivalent work experience
• 5+ years experience in executive support
• Proficient in the use of the Internet and MS Office applications (Word, Excel, Powerpoint, etc.)
• Strong demonstrated organizational and planning skills
• Excellent communication and interpersonal skills
• Ability to coordinate projects and work with all levels of internal management and staff
• Ability to work with outside clients and vendors, as required
• Knowledgeable in managing files and records
• Knowledge of principles and processes for providing customer and personal services
• Acute sense of professionalism and confidentiality

Other Requirements:

• Has 25mbps wifi internet connection
• Has a dedicated area at home for a workstation set-up (availability of own table and chair)
• Willingness to be in a graveyard shift