Executive Assistant at AT Hochberg Consulting

Job Ref: QAEDSEA

Responsibilities:

• Prepare and edit correspondence, communications, presentations and other documents
• File, reference, retrieve documents and materials
• Answer and manage incoming calls
• Receive and interact with incoming visitors
• Liaise with internal staff at all levels
• Interact with external clients
• Review operating practices and implement improvements where necessary
• Supervise, coach and train lower level staff
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence
• Drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Manage and maintain executives’ schedules, appointments by planning and scheduling meetings, conferences, teleconferences, and travel.
• Record, transcribe and distribute minutes of meetings
• Represent the executive by attending meetings in the executive's absence; speaking for the executive.
• Maintain customer confidence and protects operations by keeping information confidential.
• Complete projects by assigning work to clerical staff and following up on results.
• Secure information by completing data base backups.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contribute to team effort by accomplishing related results as needed.
• Work collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
• Manage contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones).
• Maintain confidentiality and use a high degree of discretion.
• Lead special projects and execute all other responsibilities assigned.

Qualification and Skills

• Bachelor’s degree with a 2:1 (second class upper) minimum in business, science, social sciences or engineering. A Master’s degree could be an advantage
• Minimum of two years relevant experience
• Excellent time management skills and clear respect for deadlines.
• Strong judgement and decision-making abilities.
• Ability to adapt to changing priorities and handle multiple demands by prioritizing effectively.
• Excellent aptitude for interpersonal relations combined with an ability to interact with senior management and other team members in a professional and effective manner.
• Analytical Skills
• Strong Planning, time management & multi-tasking skills
• Strong values and gives attention to detail and accuracy