Text copied to clipboard!
Title
Text copied to clipboard!Senior Executive Assistant
Description
Text copied to clipboard!
We are looking for a highly organized and efficient Senior Executive Assistant to provide comprehensive support to our senior executives. This role is crucial for the smooth operation of our business, as it involves managing the executives' schedules, preparing reports, handling correspondence, and facilitating communication between departments. The ideal candidate will have a proven track record of success in executive support roles, demonstrating exceptional communication skills, the ability to manage complex tasks, and a high degree of discretion. As a Senior Executive Assistant, you will be the linchpin that ensures our leadership team can work as effectively as possible, enabling them to focus on strategic decisions and company growth. Your role will include organizing meetings, managing travel arrangements, preparing financial statements, and acting as the first point of contact for the executive team. This position requires a meticulous attention to detail, strong problem-solving skills, and the ability to work under pressure. If you are a proactive, professional, and dedicated individual looking for a challenging and rewarding role at the heart of our company, we would like to hear from you.
Responsibilities
Text copied to clipboard!- Manage and prioritize the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, communications, presentations, and other documents.
- File and retrieve documents and reference materials.
- Manage and maintain executives' schedules, appointments, and travel arrangements.
- Arrange and coordinate meetings and events.
- Record, transcribe, and distribute minutes of meetings.
- Monitor, respond to, and distribute incoming communications.
- Interact with incoming visitors.
- Liaise with internal staff at all levels.
- Coordinate project-based work.
- Review operating practices and implement improvements where necessary.
- Supervise, coach, and train lower-level staff.
- Handle confidential documents ensuring they remain secure.
- Prepare financial statements, reports, memos, invoices letters, and other documents.
- Handle sensitive information in a confidential manner.
- Take dictation and minutes and accurately enter data.
- Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
- Maintain electronic and paper records ensuring information is organized and easily accessible.
- Conduct research and prepare presentations or reports as assigned.
Requirements
Text copied to clipboard!- Proven experience as an executive assistant or other relevant administrative support experience.
- In-depth understanding of entire MS Office suite.
- High school diploma required; Bachelor's degree preferred.
- 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.
- Experience with office management software like ERP and MS Office.
- Ability to maintain a high level of accuracy in preparing and entering information.
- Excellent organizational and time-management skills.
- Discretion with personal and confidential information.
- Ability to work independently and with professional discretion.
- Excellent interpersonal skills.
- Strong attention to detail.
- Ability to work on complex assignments with minimal supervision.
- Experience in managing multiple priorities, administrative coordination, and logistics.
- Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
- Strong written and verbal communication skills.
Potential interview questions
Text copied to clipboard!- Can you describe your experience with managing executive schedules and travel arrangements?
- How do you prioritize tasks when everything is a priority?
- Can you give an example of a time when you had to handle confidential information?
- How do you handle stress and pressure, especially when managing tight deadlines?
- What strategies do you use to manage large volumes of emails daily?
- Can you describe a time when you had to coordinate a large event or meeting? What was the outcome?
- How proficient are you with MS Office suite and other office management software?
- What is your approach to problem-solving when faced with an unexpected challenge?
- How do you ensure accuracy and attention to detail in your work?
- What experience do you have in preparing financial statements and reports?