Executive Assistant at HRbreakoutRoom

Job Summary

• The Executive Assistant is responsible for more than just administrative duties. An executive assistant helps the executive for whom they work with tasks such as scheduling; reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that help the executive perform their job.

Specific Roles and Responsibilities

• Providing administrative assistance, such as writing and editing emails, drafting memos and preparing communications on the executive's behalf
• Maintaining comprehensive and accurate corporate records, documents and reports
• Act as the point of contact among executives, employees, clients and other external partners.
• Organizing meetings, including scheduling, sending reminders and organizing catering when necessary
• Answering incoming phone calls in a polite and professional manner and accurately taking messages
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department
• Managing the executive's day-to-day calendar, including making appointments and prioritizing the most sensitive matters
• Coordinating travel arrangements (both domestic and international) and create trip itineraries
• Perform other roles/tasks as required by the Line Manager.
• Accurately recording minutes from meetings.
• Drafting communications (PowerPoints, speeches, etc)
• Conducting research
• Help the management in drafting and implementing various SOPs.
• Oversee the performance of other clerical staff
• Act as an office manager by keeping up with office supply inventory
• Assist with miscellaneous special projects or duties as needed.

Job Requirements
Education Qualifications and Experience Required:

• Bachelor's Degree in English, Mass Communication, Law or related discipline.
• 3 or more years of working as executive assistant to top management.
• Advanced proficiency with Microsoft Office packages.

Skills Set:

• Time management and ability to meet deadlines
• Excellent verbal and written communication skills
• Ability to multitask and juggle several responsibilities simultaneously
• Problem-solving and decision making skills
• Ability to act as gatekeeper and escalate relevant information to executives as needed
• Skilled in the use of standard office equipment (e.g. business telephone systems, projectors, printers).
• Using various software, including word processing, spreadsheets, databases, and presentation software.
• Ability to work effectively with minimal supervision
• Strong interpersonal skills
• Ability to treat confidential information with appropriate discretion
• Exceptional attention to detail
• Confident and assertive
• Ability to plan and prioritize effectively, balancing multiple deliverables efficiently.
• Excellent organizational and research skills.
• Creative thinking.

Personalities and Attributes:

• Leadership skills.
• Punctual, Strong sense of personal integrity.
• Attention to detail.
• Resilient.
• Intuitive .
• Charismatic and lively.
• Highly organized.
• Ability to meet deadlines
• Adaptable.
• Proactivity and self-direction
• Team spirit and problem-solving abilities.
• Able to demonstrate sound work ethics