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Executive/Personal Assistant and Office Manager

ExecAssistant(Date soumission: 08 Juil 2015     Dernière mise à jour: 08 Juil 2015)
Catégorie:Offres d'emplois (PMEs)
Juillet 2015
Position available immediately.

Reporting directly to the CEO, the Executive Assistant is a highly visible position, responsible for coordination of activities and ensuring timely flow of information to and from the CEO's office. This position provides administrative, secretarial, and organizational support to a C-level executive.

This position handles details of a highly confidential, critical and sensitive nature, and must function efficiently and effectively in a professional environment. This Executive Assistant is required to manage independently multiple tasks and projects with competing priorities and deadlines, organize and maintain administrative processes within the executive office, maintain a high level of confidentiality, and anticipate the needs of the CEO and other major stake holders.

The ideal candidate will be dynamic, energetic, have an organized planning and time management approach, and the ability to react quickly to changes as priorities are revised or reshaped in a fast-moving office environment.

Essential Duties and Responsibilities included, but not limited to:

Act as the 'Gate Keeper' and manage the evolving calendar of the CEO, keeping appointments and meetings on time or changing schedules when necessary

Provide administrative assistance in the executive office including preparing communications, documents, presentations and reports in a timely, effective, and efficient manner

Maintain existing systems that alert relevant parties of upcoming deadlines, incoming requests, and events

Execute additional administrative and personal tasks as required by the CEO

Maintain awareness of the office environment and a sense for the issues taking place in the C-suite, and keep the CEO apprised.

Assist other departments to obtain any needed signatures or approvals from the CEO for

required documentation and contracts by preparing those items for review and ensuring they

flow through the office in a timely manner

Work closely with staff to ensure timely provision of backup and informational materials related

to meetings involving the CEO and/or other C-level executives

Handle phone calls and appointment requests

Prep the office for the day- A/C, lights, restock kitchen

Be on hand to deal with any technical difficulties e.g. printer, Internet, telephone. - Responsible

for fixing problem myself or calling correct company to help troubleshoot remotely

Point person for IT and bookkeeping

Other duties as assigned


Demonstrate strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Solid interpersonal skills and the ability to build relationships with employees and business constituencies alike.

Expert level of written and verbal communication skills. Dictation transcription is required.

Proven ability to handle confidential information with discretion, adaptability to various
competing demands, and demonstrate the highest level of regard.

Progressive proactive thinker who enthusiastically seeks opportunities and proposes solutions.

Must be fully dedicated to the position and available to address critical travel and other issues after hours and on weekends as necessary - essential and critical requirement for this position.

Desired Skills and Experience:

Ability to perform in a fast paced environment and interact with senior management

Strong analytical, interpersonal and communication skills

Excellent phone manner and management a must

Bachelor degree required

Able to support a C-Level Executive in roles that interfaced with external clients and executive management

Knowledge of QuickBooks

Must have superior skills in MS Word, Excel, Outlook and proficient knowledge in PowerPoint

Experience and proficiency coordinating travel arrangement and high volume appointment scheduling

Self-starter with the ability to work independently and with minimal guidance.

La date limite des réponses a expiré
    Répondre avant le: 31 Juil 2015

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