executive assistant

SUMMARY
The Executive Assistant will provide high-level administrative support by handling information requests and performing clerical functions.  This role will be responsible for supporting the President & CFO/COO as needed, to include preparing correspondence, greeting visitors, arranging conference calls, scheduling meetings, managing executive schedules, arranging appointments and booking travel for business purposes.  

ESSENTIAL DUTIES & RESPONSIBILITIES
• Maintains professional calendars as well as contact lists for both executives  
• Arranges and coordinates business meetings/appointments, reserves conference rooms, orders catering, and acts as host for all guests of the executive team
• General office administrative tasks, including mail/correspondence, e-mails, faxes, notarization, postage, presentations and speeches
• Coordinates complex domestic and international travel arrangements, including transportation, meals, events, reservations, visas, passports etc.
• Maintains highest degree of confidentiality - access to confidential documents and information including but not limited to: legal documents, bank accounts, credit cards, emails, internal issues, etc.  
• Processes expense reports and files reimbursements as needed
• Coordinates and completes special assignments and projects as required
• Other duties as assigned

QUALIFICATIONS
• Bachelor's degree and 3 years’ relevant experience; or equivalent combination of education, training and experience
• Ability to establish and maintain effective working relationships with coworkers, managers, and customers
• Advanced PC skills (proficiency with MS-Word, Excel, Power-Point, and Outlook)
• Knowledge of Microsoft 365 tools are a plus
• Excellent written and communication skill-sets being able to communicate with all levels of the organization 
• Strong organizational, initiative, process, and multi-tasking skills in a fast-paced, high profile environment
• Ability to exercise discretion and confidentiality
• Must be able to handle numerous projects at one time and prioritize them effectively
• Excellent attention to detail and follow-up skills
• 5% travel requirements where applicable