Major Responsibilities / Accountabilities:|
Performs administrative tasks such as, but not limited to, answering the phone, checking messages, photocopying, preparing expense reports, and ordering supplies.
Transcribes and prepares letters, memos, notes, reports and other materials that are formatted, neat in appearance and without typographical errors, as assigned.
Manages Executive calendars including scheduling appointments and travel arrangements.
Provides support for meetings as requested, including reserving conference rooms and ensuring they are properly supplied, providing audio-visual set-up, and arranging for food and beverages.
Ensures Executives have any material needed for meetings and that it has been reviewed by them prior to meeting, and with relevant staff as necessary.
Develops good working relationships with clients, internal staff and job candidates.
Develops and prepares reports as assigned.
Recommends measures to improve work process methods, equipment performance, and quality work product.
Ensures requests for help are handled effectively and within timeframe requested; some can be handled personally, others will need to be passed to a relevant person.
Alerts Executives to news on our clients/competitors; stays abreast of industry trends and news in order to understand the context of the work.
Qualifications / Specific Skill Requirements
Competency with Microsoft Office Suite including Microsoft Word, Excel and PowerPoint.
Familiarity with arranging webcasts and skype meetings a plus
Strong word processing and database skills
Strong verbal and written communications skills
Four to six years Executive office experience, or equivalent
Excellent organizational skills needed to deal executives, interact with a wide range of companies and contacts around the world.
Ability to maintain confidentiality and handle sensitive information
Ability to work flexible hours and outside normal business hours
Ability to work independently as well as cooperatively with a diverse group of staff and clients
Flexibility and the ability to stay calm under pressure. The ideal candidate will not get frustrated by continuously changing circumstances and deadlines
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