Executive Assistant at James Hope University Business School

Role Description

• This is a full-time on-site role. The Executive Assistant is expected to perform a variety of administrative tasks and support our company's senior-level academic team and perform day-to-day tasks such as handling phone calls, scheduling meetings, managing calendars, organizing files, and bookkeeping.
• Executive Assistant's responsibilities include but are not limited to managing calendars, working on pitch decks and preparing expense reports. Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
• To be successful in this role, the Executive Assistant should be well-organized, have great time management skills and be able to act without guidance.

Responsibilities

• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Manage executives' calendars and set up meetings
• Must have strong writing and review skills, skills in PowerPoint presentation
• Rack daily expenses and prepare weekly, monthly or quarterly reports
• Oversee the performance of other clerical staff
• Act as an office manager by keeping up with office supply inventory
• Format information for internal and external communication memos, emails, presentations, reports
• Take minutes during meetings
• Screen and direct phone calls and distribute correspondence
• Organize and maintain the office filing system

Qualifications

• Applicants must have a minimum of a degree in business administration or related discipline.
• Proven work experience as an Executive Assistant, Personal Assistant or similar role.
• Good interpersonal and communication skills.
• Professional appearance to represent our organization.
• Excellent MS Office knowledge
• Outstanding organizational and time management skills, creative and willing to take work independently
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Excellent verbal and written communications skills
• Discretion and confidentiality
• Relevant skills and qualifications that would be beneficial include: experience in a higher education setting, and experience in project management.