Executive Assistant, Up $6K
Duration: 1 year contract
Working hours: 9am - 6pm, Monday - Friday
Location: Orchard
We are seeking to hire a highly organized, dynamic and proactive Executive Assistant with a passion for executive support, who thrives in a fast-paced environment. The successful candidate will play a pivotal role in providing comprehensive support to 2-3 regional executives, ensuring seamless coordination and efficiency in the daily operations of our executive team. The role will require a combination of strong organizational skills, excellent communication skills
Responsibilities:
Calendar Management
- Coordinate and manage the calendars of executives, scheduling appointments, meetings, and conferences
- Effectively handle time zone differences when coordinating with global and regional counterparts
- Anticipate scheduling conflicts and proactively address time-sensitive priorities
Travel Planning
- Plan and coordinate travel arrangements, including flights, accommodation, and itineraries
- Ensure travel plans align with executive priorities and preferences
Communication and Correspondence
- Serve as a liaison between executives and internal/external stakeholders
- Act as a point of contact for inquiries, requests, and communications, and screen and prioritize inquiries, and requests, as necessary
Meeting Coordination
- Organize and prepare materials for meetings, including agendas, presentations, and reports
- Attend meetings, take minutes, and follow up on action item
Expense Management
- Monitor and reconcile expense reports, ensuring accuracy and compliance with company policies
Information Management
- Maintain and organize confidential files, records, and documents for the executives
- Keep executives informed on key issues, deadlines, and priorities
Project Support
- Assist in coordinating special projects and initiatives as assigned by the executives
- Track project timelines, milestones, and deliverables
General Office Support
- May be required to stand-in for the receptionist from time to time when the receptionist goes on annual leave
Requirements:
- Proven experience as an Executive Assistant supporting C-level executives or in a similar administrative role
- Strong organizational and multitasking abilities
- Excellent written and verbal communication skills
- Proficiency in MS Office (Word, Excel, PowerPoint) and other relevant software.
- Experience with COREFA (our accounts system) and CONCUR (for expense management) is a plus
- Ability to handle sensitive information with discretion and maintain confidentiality
- Exceptional attention to detail and problem-solving skills
- High level of professionalism and interpersonal skills
- Flexibility to adapt to changing priorities and deadlines
