We are looking for an Executive Assistant to support Assures’ EVP/GM and the other Executive level-leaders. Acting as the point of contact among executives, employees, clients and other external partners, you will manage mostly business related tasks for the team such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks. To do this role properly you should have a detailed understanding of the full Microsoft Office suite and G-suite, be extremely efficient, have a desire to work in a fast paced environment and have experience as an executive or administrative assistant in the past.
Ultimately, you will contribute to our mission by empowering the efficiency of our business with personalized and timely support.
Responsibilities:
- Manage the Executives’ calendar – organize and schedule appointments both professional and personal.
- Manage the Executives’ email – screen, triage, and respond as appropriate.
- Manage the Executives’ travel – research, plan, and arrange professional and occasionally personal travel
- Arrange and coordinate internal and external meetings and take detailed notes and action items.
- Write and distribute email and other correspondence with internal and external executives and staff with the utmost professionalism
- Assist in the preparation of regularly scheduled reports, including those for meeting bios, travel itineraries, etc.
- Create and revise systems and procedures for record-keeping systems, contact lists, and office operating practices
- Efficiently schedule and coordinate meetings, appointments, and travel arrangements for Presidents, both professional and personal
- Prepare intelligence and background information for Executives prior to meetings.
- Plan and/or organize events or presentations (both internal and external) on behalf of the Executives including conferences, workshops, fireside chats, interviews, etc.
- Organize all aspects of Executives’ professional and personal lives to facilitate maximum efficiency and productivity of the Presidents
- Additional duties as needed to ensure Executives are able to effectively lead and manage
Requirements
- Proven experience as an Executive Assistant or Office Admin Assistant.
- Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
- Maintain professional and technical knowledge, including MS Office, Google Suite , office management systems and procedures, relevant software, operation of standard office equipment.
- Excellent time management skills and the ability to prioritize tasks.
- Critical attention to detail and creative problem solving skills.
- Excellent interpersonal communication skills, both written and oral.
- Strong organizational skills with the ability to multitask.
- Outstanding degree of confidentiality and discretion.