Executive Assistant to CEO Marine Logistics and Supply at Myrtle Management Consultants

Job Description

• Coordinate scheduling and maintain executive's calendar to optimize hours of day
• Work to understand the business to readily determine whether to accept a meeting request or request more information regarding the meeting request
• Request contact information of meeting attendees for the executive to be prepared for future communication
• Answer executive's phone and obtain information from caller for executive to readily understand purpose of call and prioritize returning the call
• Work to be cost effective with expenses associated with travel, office administration and meetings
• Manage executive's e-mail inbox by dealing with attachments for future reference and print out e-mails that require the executive's review/action
• Organize documents in document management system; maintain file folders and system for ready access to documents and information
• Data input: create tables in excel; organize information from various sources
• Work closely with Executive’s direct reports (as well as their reports) to help them prioritize joint meetings, travel, access to core information and plans
• Utilize relationship building skills to make key activities and requests happen
• Manage executive’s Travel and Expense account
• Preview reports of executive's direct reports to verify appropriate account allocation and to conform to company policy before the executive reviews the reports
• Handle all expense reports for Executives and process invoices
• Coordinate and/or edit presentations
• Coordinate executive's participation in events
• Purchase and/or coordinate executives' hardware (cell phone, laptop, printer, etc.)
• Coordinate executives' participation with boards, on behalf of company and outside of company.
• Develop and maintain network/relationship with assistants of network general managers.

Qualifications

• A Legal, Finance and Business Administration degree or any relevant field is preferred or equivalent experience
• Minimum 7 plus years proven administrative experience supporting at the executive level
• Experience coordinating varied executive travel arrangements
• Strong interpersonal skills
• Must be MS Office proficient: Excel, Word, PowerPoint
• High level of confidentiality required
• Strong organizational skills and ability to work efficiently in a fast-paced environment
• Excellent verbal and written communication skills are required
• Excellent problem-solving skills
• Strong attention to detail
• The ability to work independently as well as part of the team
• The ability to prioritize work to effectively handle projects simultaneously under tight deadlines