Job Detail

Calendar and Schedule Management

• Manage and prioritize the executive's calendar by scheduling meetings, appointments, and events.
• Coordinate with other executives, team members, and clients to arrange meetings and ensure alignment.
• Proactively address scheduling conflicts and adjust schedules to accommodate changes.

Communication and Correspondence

• Act as the point of contact between the executive and internal/external stakeholders.
• Draft, proofread, and send emails, letters, reports, and other communications on behalf of the executive.
• Screen calls and direct inquiries to the appropriate department or person.

Meeting and Event Coordination

• Organize and prepare materials for meetings, including agendas, presentations, and documents.
• Attend meetings, take notes, and provide summaries or action item lists as required.
• Plan and coordinate events, team offsites, or client meetings, including logistics and arrangements.

Travel Arrangements

• Arrange and manage complex travel itineraries, including flights, accommodations, and transportation.
• Prepare travel expense reports and ensure all arrangements align with budget and company policies.

Project Support and Coordination

• Assist with special projects, research, and data analysis as directed by the executive.
• Provide administrative support for project-related tasks, including coordinating timelines, updating documentation, and liaising with team members.

Document and File Management

• Maintain organized records, both digital and physical, ensuring easy access and retrieval.
• Handle confidential information securely and ensure compliance with company policies.

Office Management

• Order supplies, manage office equipment, and oversee vendor contracts or service agreements.
• Coordinate with HR, IT, and Facilities departments as necessary to support the executive’s workspace needs.

Budgeting and Expense Management

• Track and manage executive's expenses, prepare reports, and process reimbursements.
• Assist with budgeting for departmental expenses and maintain financial records.

Administrative Tasks

• Prepare reports, presentations, and spreadsheets as needed.
• Ensure the executive is well-prepared for meetings by providing background information and key insights.

Ad Hoc Responsibilities

• Handle any other administrative or support tasks that may arise in day-to-day operations.