C-suite Executive Assistant at Human Resources Specialists Limited

Duties and Responsibilities

• Conduct research and prepare statistical reports.
• Write memos, letters, and reports and prepare top level presentations.
• Manage active calendar of appointments, process expense reports, arrange detailed and complex travel plans, itineraries, and agenda.
• Plan and coordinate to make sure the Executive’s schedule is followed and respected; act as gatekeeper and gateway to the Executive.
• Ensure smooth communication between the Executive and internal and external contacts.
• Research, prioritize and follow up on issues directed to or concerning the Executive, including sensitive and confidential matters; determine appropriate course of action, referral or response.
• Work closely and effectively with the Executive and keep him/her well informed of upcoming responsibilities and commitments, following as appropriate.
• Support and work collaboratively with the Executive in managing relationships for the success of the organization.
• Work on and manage special projects, and plan events as directed, ensuring that the Executive’s directives are meticulously followed.
• Handle and manage all matters proactively, expeditiously, accurately, competently, and with utmost confidentiality, ensuring and assuring that each deadline is met.
• Manage the Executive’s contact database, guard, assume and ensure security and safety of data.
• Serve as the Executive’s administrative liaison to the board of directors.
• Arrange conference calls, schedule and coordinate executive team meetings, all staff meetings, and off-site meetings; draft and circulate agenda and meeting notes and reports.
• Edit and complete first draft of all written communication.
• Work on all Executive’s strategic initiatives, coordinate outreach activities and keep Executive apprised.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Record, type and distribute meeting minutes.
• Greet visitors and determine whether they should be given access to specific individuals.
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Open, sort and distribute incoming correspondence, including faxes and email.
• Perform general office duties such as ordering supplies and maintaining records management database systems.
• File and retrieve corporate documents, records and reports.
• Make all executive’s travel arrangements ensuring travel plans are seamless.
• Other duties related to the office of the Executive.

Minimum Qualifications and Experience

• Master's Degree, preferably an MBA from a renowned University.
• Experience supporting C-suite executives for 3 years or more.
• Advanced proficiency in MS Office Suite, Adobe Acrobat, and Social Media web platforms.
• Superior written and verbal communication skills.
• Strong technical acumen and capacity to accurately complete multiple tasks, simultaneously.
• Confident, assertive, flexible with a positive can-do attitude
• Strong time-management skills and ability to meet goals and deadlines.
• Strong ability to work under immense pressure, maintain composure, and manage stress.
• Strong sense of teamwork with ability to work collaboratively with varying teams.
• Exceptional attention to detail to produce error-free work 100% of the time.
• Ability to exercise good judgment and maintain confidentiality in all situations and at all times.
• Strong ability to maintain the credibility, dignity, integrity and respect of the executive office.
• Expert knowledge to arrange and coordinate hitch-free domestic and international travel.
• Extremely committed and dedicated hard-worker able to work long and late hours as required.
• Organized, focused, naturally driven and tenacious achiever.
• Ability and willingness to travel domestically and internationally, when required.