Executive Assistant at Reliance HMO

Description

We are looking for an Executive Assistant to perform a variety of administrative tasks and support a Chief Executive Officer. The Executive Assistant will be responsible for managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.

Responsibilities

• Set the calendar and has ownership of the daily itinerary as well as any meeting deliverables, communications, or follow-up
• Manage all details for travel, including intricate travel details including flight, VISAs (as necessary), accommodation, translators if necessary, time zone considerations, and on-the-ground travel requirements
• Manage the status, resources, and timelines for all items, and work with the other members of the executive and internal team to provide updates on issues and advance same
• Serve as the liaison on all communications for both internal teams and external clients
• Responsible for communicating updates, information, and changes. May be appointed as a delegate to participate in meetings
• Manage the administrative functions, such as the preparation and formatting of any written communication, reporting, or presentation
• Manage repository for any maintenance and storage of any files or documentation as well as other various administrative duties when directed
• Ensure appropriate technology is leveraged to execute tasks
• Coordinate and assist in ensuring that meeting agenda and requirements are accurate, and all details are complete according to the specific needs of the meeting

Requirements

• Bachelors Degree (or equivalent) in relevant field
• 2+ years experience as an Executive Assistant, Personal Assistant or similar role
• Excellent MS Office and Visio knowledge
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Excellent verbal and written communications skills
• Experience booking domestic and international travel
• Experience managing executive's calendars
• Event and team morale planning experience
• Strong analytical skills and demonstrated ability to improve processes
• Desire and aptitude for learning new concepts on the job
• High level of integrity and discretion in handling sensitive and/or confidential information