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Title

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Executive Administrative Assistant

Description

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We are looking for a highly organized and detail-oriented Executive Administrative Assistant to support our senior-level managers. The Executive Administrative Assistant will be responsible for scheduling meetings, making travel arrangements, and organizing daily calendars. To be successful in this role, you should be proactive, meet deadlines, and communicate effectively. Our ideal candidate also has previous experience as an Executive Assistant and is familiar with office management technologies.

Responsibilities

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  • Coordinate executive communications, including taking calls, responding to emails and interfacing with clients
  • Prepare internal and external corporate documents for team members and industry partners
  • Schedule meetings and appointments and manage travel itineraries
  • Arrange corporate events to take place outside of the work place, such as golf tournaments, fund-raising events and staff appreciation events
  • Maintain an organized filing system of paper and electronic documents
  • Uphold a strict level of confidentiality
  • Develop and sustain a level of professionalism among staff and clientele
  • Manage information flow in a timely and accurate manner
  • Manage executives’ calendars and set up meetings
  • Make travel and accommodation arrangements

Requirements

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  • Proven experience as an executive assistant or other relevant administrative support experience
  • In-depth understanding of entire MS Office suite
  • Ability to organize a daily workload by priorities
  • Must be able to meet deadlines in a fast-paced quickly changing environment
  • A proactive approach to problem-solving with strong decision-making skills
  • Professional level verbal and written communications skills
  • Discretion and confidentiality
  • High school degree
  • PA diploma or certification is a plus
  • Experience in managing multiple priorities, administrative coordination, and logistics

Potential interview questions

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  • How do you handle stress and pressure?
  • What is your greatest weakness?
  • What is your greatest strength?
  • How do you handle success?
  • How do you handle failure?
  • How do you evaluate success?
  • Describe a difficult work situation and how you overcame it
  • Describe a time when your workload was heavy and how you handled it