Executive Assistant

Overview

• Provide executive-level administrative support to the Chairman and CFO in a dynamic corporate environment.
• Coordinate complex international and domestic travel arrangements and manage schedules effectively.
• Prepare expense reports, conference registrations, and maintain meticulous organizational systems.
• Facilitate meetings, including setup, logistics, and virtual meeting management.
• Handle high-volume phone coverage, email screening, and administrative inquiries.
• Perform clerical duties such as printing, scanning, filing, and mailing.
• Support onboarding processes and assist direct reports with administrative tasks.
• Maintain professionalism and confidentiality in all interactions and communications.

Key Responsibilities & Duties

• Coordinate travel logistics, including transportation, lodging, and dining reservations.
• Prepare and organize materials for meetings, conferences, and presentations.
• Manage daily briefings and follow-ups on tasks and projects.
• Assist with scheduling and confirming appointments for executives and direct reports.
• Launch and facilitate virtual meetings, ensuring smooth operations.
• Maintain office organization and file sensitive materials appropriately.
• Greet and escort clients and guests to designated areas.
• Perform ad hoc research and clerical projects as needed.

Job Requirements

• Bachelor's degree in Business Administration or related field.
• Minimum of 5 years of experience in a corporate environment, preferably in financial or insurance sectors.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Strong organizational skills and attention to detail.
• Ability to handle sensitive and confidential information with tact and diplomacy.
• Excellent communication skills and ability to interact with all organizational levels.
• Professional demeanor and adherence to office dress code.
• Experience managing multiple competing tasks in a fast-paced environment.