COO Executive Assistant
International Capital & Management Company - St Thomas, VI

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Provide a wide range of high-level administrative support to the Chief Operating Officer of a leading management services company by handling information requests, conducting research, preparing reports and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings and maintaining executive office files. Anticipate, prioritize and prepare COO for travel, meetings and presentations: coordinate travel arrangements with corporate travel agent, manage and maintain a busy and dynamic business calendar/appointments schedule, interface with business clients and maintain and update contact lists. Develop and maintain a filing system and record or compile and store meeting discussions through meeting minutes with a strong attention to detail. Screen phone calls, emails, mail and visitors; route and resolve information requests while maintaining a high level of confidentiality. Prioritize and manage multiple projects simultaneously including all follow-up in a timely manner. Must plan, organize, and anticipate the needs of the COO, coordinating appropriate resources and people to support his daily activities in addressing and resolving issues. Must have the ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient; the ability to quickly develop a working knowledge of the executive’s schedule so as to be able to effectively schedule the executive’s appointments. The ideal candidate must be well organized, have strong computer skills, excellent written and oral communication skills, strong decision making ability and attention to detail are equally important.

Responsibilities and Essential Functions: Bachelor’s degree; 5+ years experience supporting and assisting a CEO/COO; High level of demonstrated integrity and organizational skills; Excellent communication skills, both oral and written; Excellent calendar management skills, including the coordination of complex executive meetings; Highly proficient in Microsoft Office applications (mastery of Word, Excel, PowerPoint and Outlook;) Experience scheduling travel arrangements for executives; Support experience in a consulting/professional services, sales or marketing environment; Experience with successfully creating and/or modifying processes.