Executive Assistant

Overview

• Support a high-performing team by managing administrative tasks and ensuring seamless operations across global offices.
• Coordinate schedules, meetings, and travel arrangements, optimizing efficiency and accuracy for team members.
• Handle expense reporting and reimbursement processes using company systems and adhering to policies.
• Contribute to team initiatives such as recruiting, event coordination, and market research projects.
• Collaborate with global administrative teams to ensure alignment and effective communication across functions.
• Adapt to a dynamic environment, managing multiple priorities with professionalism and discretion.
• Play a vital role in supporting the team’s mission to achieve organizational goals.

Key Responsibilities & Duties

• Coordinate calendars across time zones, scheduling meetings and preparing necessary materials.
• Arrange domestic and international travel, ensuring smooth logistics for flights and accommodations.
• Prepare and submit expense reports, ensuring compliance with company policies.
• Support recruiting efforts, event planning, and market research initiatives as required.
• Collaborate with global administrative teams to align processes and enhance efficiency.
• Proactively manage schedules, resolving conflicts and ensuring smooth operations.
• Utilize technology platforms for video conferencing, document management, and electronic signatures.
• Maintain confidentiality and professionalism in handling sensitive information and stakeholder interactions.

Job Requirements

• Associate of Arts degree or equivalent experience required.
• Minimum of three years of administrative experience, preferably in financial or professional services.
• Proficiency in Microsoft Outlook; familiarity with Zoom, Teams, DocuSign, and Concur preferred.
• Strong organizational and time-management skills to handle competing priorities effectively.
• Excellent written and verbal communication skills with attention to detail.
• Ability to work independently while contributing effectively within a collaborative team.
• Adaptability and composure in a fast-paced, evolving environment.
• High level of discretion and professionalism in managing confidential information.