Executive Assistant

Responsibilities: <ul><li>Provide general support with organizing office events</li><li>Be the interface between the IT helpdesk and our local contractor to ensure equipment, iPhones and IT service is held up to a high standard.</li><li>Manage local travel partners (BCD, preferred rates for hotels and flights) and ensure cost effective solutions are provided to employees.</li></ul> Travel:&nbsp; <ul><li>manage travel booking ensuring best use of travel budget and manager’s agenda, handle visa query process, coordinate travel schedule</li></ul> Expenses:&nbsp; <ul><li>manage regular and frequent travel expenses ensuring compliance with policy and in time payment/reimbursement</li></ul> Calendar:&nbsp; <ul><li>fully own manager’s calendars arranging all ad hoc and recurrent meeting, sending/accepting/declining invites, rearranging meeting, preparing weekly calendar check, maintaining long term calendar planning, coordinating Lead Team members calendars and travel schedule with other Assistants</li></ul> Email:&nbsp; <ul><li>screen and prioritize manager’s inbox, highlight urgent queries, redirect queries, when necessary, answer/delete when relevant</li></ul> Meeting:&nbsp; <ul><li>fully own the recurrent and ad-hoc meeting organization logistics sending invitation, coordinating meeting agendas, tracking attendance, setting up the relevant IT tool when necessary (phone conference, web-based meeting, video conference, etc.)</li><li>room booking with IT equipment, catering orders, welcoming external visitors. Prepare the necessary documents before and after meeting such as PowerPoint presentation, handouts, write memo and summary.</li></ul> General Administration:&nbsp; <ul><li>Track managers vacation schedule, maintain relevant contact &amp; distribution lists, up-date organization chart, handle necessary mail expedition and distribution, order stationary, answer phone calls from central number, help organize Town halls, annual events, etc.</li><li>Back up for other executive assistants during absence</li></ul>&nbsp;Requirements: <ul><li>Minimum Diploma</li><li>3-5 years of administrative assistant experience</li><li>Fluency in English</li><li>Excellent verbal and written communication skills</li><li>Strong discipline and attention to details</li><li>Ability to work independently and priorities tasks</li><li>Excellent collaboration skills and the ability to work within diverse organizations and teams</li><li>Advanced knowledge of MS Office (Word, PowerPoint, Outlook)</li></ul>

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Executive Assistant