Job Duties / Responsibilities
- Serves as primary assistant to the Executive
- Represents the executive in interactions with internal and external parties and stakeholders
- Additionally, supports the Domestic Sales and Technical Team.
- Maintains the Executive's calendar; coordinates, arranges and confirms meetings; arranges for meeting setup and refreshments; screens requests for appointments; coordinates and arranges special meetings
- Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity
- Performs a wide variety of administrative duties to support the work of the executive, including but not limited to: helping in the preparation of office budgets and monitoring budget expenditures, reviewing and preparing requests for payment, scheduling meetings or conference calls for executive reviews and conducting research and assembling and summarizing information from a variety of sources for special projects and reports
- Reviews, maintains files for meeting agenda materials; follows up and tracks relevant action items for the executive
- Prepares technical worksheets, tables and computations; establishes and maintains databases for a variety of purposes
- Prepares travel and training requests; coordinates making travel and other arrangements for conferences and business trips; compiles expense reports
- Attends to a variety of office administrative details such as establishing, organizing and maintaining confidential, subject and tickler files; ordering departmental office supplies
- Performs special project assignments as directed and assists and provides backup to other administrative support staff in the company as available and approved by the Executive
- Budgeting, record-keeping, filing and purchasing practices and procedures
- Analyze complex, sensitive problems and situations, evaluate alternatives and make sound, appropriate recommendations
- Organize, research, and maintain office filing systems and document management databases
Qualifications:
- Bachelor's Degree in any related fields.
- At least 0 - 1 years experience in Secretary or Personal Assistant to Executive level or relevant field.
- Strong, effective written and spoken communication skills along with excellent research and organizational skills
- Great fluent communications in English - both writing and speaking (TOEIC > 800)
- Evidence of and a commitment to practice a high level of confidentiality
- Strong experience in planning, organizing and carrying out the daily activities and administrative functions of the Executive office in a sensitive, highly visible and dynamic and organizational environment, requiring management of multiple and rapidly changing priorities
- Strong office administrative and management practices and procedures
- Must be proficient in Microsoft Office with the ability to learn new software and computer systems as well as advanced use of PowerPoint, spreadsheet, graphics and other business management software. Must be flexible and be able to work in a high change, quick-paced environment
- Must be a team player and be willing to receive and act on direction and motivated to take on responsibility to completion
- Make a wide variety of logistical arrangements independently or from brief instructions
