Executive Assistant  

Job Summary:

The Executive Assistant provides high-level administrative support to the executive, ensuring efficient management of their schedule and responsibilities. This role involves handling confidential information, managing communications, and performing various administrative tasks to facilitate the executive's ability to lead the organization effectively.

Key Responsibilities:

• Calendar Management:
  • Coordinate and manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
  • Ensure the executive is informed of upcoming commitments and responsibilities.
• Communication Management:
  • Screen and prioritize phone calls, emails, and other communications.
  • Draft, proofread, and edit correspondence, reports, and MOM (meeting minutes).
  • Maintain a high level of discretion and confidentiality in handling sensitive information.
• Meeting Coordination:
  • Organize and prepare meeting materials, including agendas, presentations, and minutes.
  • Attend meetings, take notes, and follow up on action items within 24 to 48 hours.
• Travel Arrangements:
  • Arrange travel itineraries, accommodations, and transportation.
  • Prepare travel expense reports and ensure timely reimbursement.
• Project Support to Store Operations:
  • Assist in the planning and executing unique projects (leasing) and mall events.
  • Conduct research, compile data, and prepare reports as needed.
• Relationship Management:
  • Build and maintain positive relationships with internal and external stakeholders.
  • Act as a liaison between the executive and other team members.
• Miscellaneous Tasks:
  • Perform other administrative tasks as assigned by the executive.

Qualifications:

• Education:
  • Bachelor’s degree in Business Administration, Communications, or a related field is preferred.
• Experience:
  • Minimum of 5 years of experience in an executive support role.
  • Experience in managing complex calendars and travel arrangements.
• Skills:
  • Excellent organizational and time management skills.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle multiple tasks and prioritize effectively.
  • High level of discretion and confidentiality.
  • Strong problem-solving skills and attention to detail.
  • Ability to work independently and as part of a team.

Key Competencies:

• Adaptability: Ability to adjust to changing priorities and handle multiple tasks simultaneously.
• Professionalism: Maintain a high standard of conduct and appearance.
• Initiative: Proactively identify opportunities to improve processes and support the executive.