Executive Assistant

Responsibilities:

• Provide general support with organizing office events
• 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.
• Manage local travel partners (BCD, preferred rates for hotels and flights) and ensure cost effective solutions are provided to employees.

Travel: 

• manage travel booking ensuring best use of travel budget and manager’s agenda, handle visa query process, coordinate travel schedule

Expenses: 

• manage regular and frequent travel expenses ensuring compliance with policy and in time payment/reimbursement

Calendar: 

• 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

Email: 

• screen and prioritize manager’s inbox, highlight urgent queries, redirect queries, when necessary, answer/delete when relevant

Meeting: 

• 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.)
• 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.

General Administration: 

• Track managers vacation schedule, maintain relevant contact & 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.
• Back up for other executive assistants during absence

Requirements:

• Minimum Diploma
• 3-5 years of administrative assistant experience
• Fluency in English
• Excellent verbal and written communication skills
• Strong discipline and attention to details
• Ability to work independently and priorities tasks
• Excellent collaboration skills and the ability to work within diverse organizations and teams
• Advanced knowledge of MS Office (Word, PowerPoint, Outlook)