Executive Assistant at Ruff n Tumble

EA Role Overview:

The Executive Assistant (EA) is a key member of the management team, providing comprehensive administrative support to the executives or senior leaders within the organization. The EA plays a critical role in ensuring smooth operations, effective communication, and efficient workflow for the executives they support. They handle a wide range of administrative tasks, manage calendars, coordinate meetings, and serve as a point of contact for internal and external stakeholders.

Responsibilities:

Calendar and Schedule Management:

• Proactively manage and maintain executive calendars, including scheduling and prioritizing appointments, meetings, and conferences.
• Coordinate and organize travel arrangements, including flights, accommodations, and ground transportation, ensuring all arrangements align with executive preferences and itineraries.

Meeting and Communication Support:

• Prepare meeting agendas, materials, and presentations as requested by executives.
• Attend meetings, take accurate minutes, and distribute timely meeting summaries or action points.
• Facilitate effective communication between the executives and internal/external stakeholders, ensuring messages are conveyed clearly and accurately.

Administrative Support:

• Handle a variety of administrative tasks, such as drafting correspondence, managing email correspondence, and processing expense reports.
• Assist in the preparation and review of reports, presentations, and other documents.
• Maintain confidential files, records, and documents with utmost discretion and professionalism.

Project Coordination:

• Collaborate with cross-functional teams to facilitate project coordination and ensure timely completion of deliverables.
• Track project milestones, deadlines, and progress, providing regular updates to executives.
• Assist in conducting research, compiling data, and preparing reports or presentations for special projects or initiatives.

Relationship Management:

• Build and maintain positive relationships with internal and external stakeholders, including clients, vendors, and business partners.
• Serve as a point of contact for the executives, handling inquiries, requests, and issues in a professional and timely manner.
• Represent the executives and the organization with professionalism, integrity, and confidentiality.

Qualifications:

• Proven experience as an Executive Assistant or similar role, preferably supporting C-suite executives or senior leaders.
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.
• Strong written and verbal communication skills, with exceptional attention to detail.
• Proficiency in using office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaborative platforms.
• Discretion and confidentiality in handling sensitive information and documents.
• Strong problem-solving skills and the ability to anticipate needs and take proactive measures.
• Professional demeanor, positive attitude, and the ability to work effectively both independently and as part of a team.