Executive Assistant

Overview

• Serve as the Executive Assistant to the Tax & Legal team, supporting three executives in tax and three in legal.
• Manage complex schedules, coordinate meetings, and handle sensitive communications with professionalism and discretion.
• Provide administrative support, including document distribution, mail handling, and correspondence preparation.
• Assist with travel arrangements, conference bookings, and preparation of presentation materials.
• Work onsite in a dynamic and fast-paced environment, maintaining a flexible attitude to adapt to shifting priorities.
• Represent the organization professionally, ensuring confidentiality and discretion in all tasks.
• Collaborate with team members to support ad hoc projects and initiatives as needed.
• Contribute to the success of the Tax & Legal team by providing reliable and efficient administrative support.

Key Responsibilities & Duties

• Manage high-volume calendars, scheduling across multiple time zones, and coordinating internal and external meetings.
• Prepare and finalize meeting arrangements, including logistics and presentation material.
• Handle photocopying, printing, mail distribution, and document management tasks.
• Assist with expense reporting, travel bookings, and conference arrangements for the team.
• Screen calls, take messages, and address routine and non-routine inquiries professionally.
• Manage sensitive and confidential information with discretion and professionalism.
• Provide support to the Head of Tax & Legal, ensuring seamless execution of tasks.
• Collaborate on ad hoc projects and initiatives, contributing to team efficiency and success.

Job Requirements

• Bachelor’s degree preferred; relevant experience in administrative support roles required.
• Minimum of 5 years of experience, with 8 years preferred, in similar roles.
• Proficiency in Microsoft Office Suite, especially PowerPoint and Excel, is essential.
• Strong organizational and time management skills to handle competing priorities effectively.
• Excellent verbal and written communication skills for professional interactions.
• Ability to exercise sound judgment, discretion, and confidentiality in all tasks.
• Experience in finance, legal, or accounting sectors is preferred but not mandatory.
• Flexibility and adaptability to support various projects and shifting priorities.