- Manage calendars, schedule appointments and make decisions accordingly.
- Schedule and coordinate internal meetings, prepare agendas and notices, assemble / populate meeting materials and distribute.
- Organize events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speaks and controlling event budgets.
- Field phone calls and voicemails and respond to messages and relay messages accordingly.
- Develop and / or proofread communications such as internal memos, presentations and project related correspondence and materials.
- Partner closely with other admins and internal stakeholders to ensure timely provision of informational materials relevant to meetings.
- Manage and travel arrangements and proactively coordinate the pre-planning of trips, including arranging appropriate passports, COVID testing, visas, lodgings, transportation and meeting rooms as necessary.
- Proactively communicate any changes to itinerary as needed.
- Reconcile corporate credit cards and prepare and submit expenses.
- Perform other duties as assigned.
Qualifications :
- At least 3 years of proven experience as an executive assistant or similar role.
- The ideal candidate is proactive, exceptionally detail-orientated, and equipped with outstanding communication and organizational skills.
- Proficient working within Microsoft Office Suite (Outlook, PowerPoint, Word).
- Excellent time management skills with proven ability to meet deadlines.
- Excellent verbal and written communication.
- Ability to maintain confidentiality and operate with discretion in handling sensitive information.
- Demonstrated ability to be part of a collaborative team!
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