Administrative Assistant

Overview

• Provide high-level administrative support to executives in a hybrid work environment, ensuring seamless operations and efficient communication.
• Coordinate domestic and international travel arrangements, including itineraries and compliance with organizational policies.
• Maintain executive calendars, organize schedules, and prioritize tasks to optimize time management.
• Prepare and review presentations, correspondence, and reports to support executive decision-making.
• Plan and execute internal and off-site events, ensuring alignment with organizational goals.
• Act as a liaison between executives, staff, and external stakeholders, fostering effective communication.
• Manage and monitor project timelines, deliverables, and action plans to ensure successful completion.
• Support executive team meetings, including agenda creation, minute-taking, and follow-up actions.
• Handle confidential information with discretion and professionalism.

Key Responsibilities & Duties

• Perform advanced administrative tasks and project support, maintaining detailed to-do lists and tracking progress.
• Screen incoming communications for executives, responding or redirecting as necessary.
• Coordinate travel arrangements and meeting logistics for executives and visiting VIPs.
• Plan and organize internal events and town halls, ensuring smooth execution and engagement.
• Compose and manage correspondence, memos, and reports to support executive functions.
• Assist in preparing presentations and reviewing materials for executive use.
• Monitor and manage project timelines, ensuring timely delivery of objectives.
• Submit travel expenses and ensure compliance with organizational policies.
• Collaborate with internal and external stakeholders to facilitate effective communication and coordination.

Job Requirements

• Bachelor of Arts (BA) degree required, with 5-7 years of relevant experience.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
• Strong organizational, communication, and problem-solving skills essential for success.
• Experience managing extensive domestic and international travel arrangements.
• Ability to multitask, prioritize, and maintain attention to detail in a dynamic environment.
• Effective interpersonal skills to interact with diverse individuals and cultures.
• Capability to exercise discretion and independent judgment in sensitive matters.
• Energetic, professional demeanor with a sense of humor and adaptability.
• Flexibility to work independently or collaboratively, accommodating varying schedules.