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Executive Assistant

Position Responsibilities

To perform administrative duties for executive management which includes, but is not limited to, screening calls, managing calendars, making travel, meeting and event arrangements, preparing reports and financial data, training and supervising other support staff, and customer relations.
To provide direct administrative support to the executive, managing very confidential material and information, and oversight of the office administration functions including reception, facilities, telephone, purchasing, equipment maintenance and other duties as may be required for successful organizational results. Ensure right and fast approach and HUE in delivering the results.

Position Requirements
The position requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Sensitivity to confidential matters is strictly required.

Job Description
1. Assistance to Executive Management
a. Efficiently manages the executive's calendar
b. Plans and manages travel for the executive
c. Reviews the executive's mails/incoming correspondence, sorts, and files as required
d. Provides reminders regarding upcoming meetings, events or anything requiring a collective action from the executive team and/or other team members
e. Filters calls, enquiries, etc for the executive
f. Prepares communications/announcements to be sent from the executive's desk
g. Prepares reports by collecting and analyzing information, giving attention to details
h. Prepares and edits business presentations, as required by the executive
i. Supports the executive in collaborating with different stakeholders for a project
j. Assists in execution and tracks the progress of the executive's projects
k. Maintains stakeholder/customer confidence and protects operations by keeping information confidential.
l. Maintains filing system and overall confidentiality levels associated with performing duties as assigned
m. Completes projects by appropriately delegating work to personal assistants and following up on results until closure.
n. Secures information by completing data base backups.
o. Ensure that policies/procedures are met and or updated where needed. Review annually and recommend changes as required and or update as changes are made to maintain up to date policies and procedures for the executive's domain.
p. Miscellaneous administrative support as required (eg. Letters, presentations, correspondence, meeting preparation)

Key Responsibilities

• Manage calendars

• Coordinate meetings

• Plan complex travel

• Interact with internal and external customers

• Process expense reports and invoices

• Manage supplies and other indirect purchases

• Share information with admin assistants

YOU MUST HAVE

• Education: Preferred MBA

WE VALUE

• Ability to easily and effectively juggle many priorities and competing demands
• Individuals who are self-motivatedand do things before being asked by others or forced to by events
• Ability to focus on important information and identify key details.
• Professional and courteous communication
• Strong organizational skills
• Excellent computer literacy in a variety of Microsoft and web based programs
• Highly dependable and trustworthy and able to manage conflicting priorities and deadlines
• Some administrative assistant experience
• Associate's degree preferred

Additional Information

• JOB ID: HRD243442
• Category: Business Management
• Relocation Tier: Not Applicable
• Security Clearance:
• Aviation Authority (FAA for US):
• Band: 02
• Referral Bonus: 6000
• Requisition Type: Standard Requisition
• US Citizenship:
• FLSA Statement:
• FLSA CODE: Nonexempt