Executive Assistant (JW - 03122024 - PTEA)

Position: Executive Assistant

Number of hours: 25 hours/week
Schedule: EST
Tasks required:

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Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements

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Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls

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Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed

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Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval

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Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants

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Handle sensitive and confidential information with the utmost discretion and professionalism

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Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach

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Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals

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Other ad hoc tasks that would be assigned

Requirements :

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Proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role

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Background in the Recruitment industry is a huge advantage

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Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)

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Strong proficiency in office software and communication tools

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Knowledge of online calendars and scheduling (Calendly, Google Calendar)

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Excellent verbal and written English communication skills

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Discretion and the ability to handle confidential information

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Excellent phone, email and instant messaging communication skills

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Highly organized and detail-oriented; able to efficiently prioritize multiple tasks

- Adaptability and a proactive mindset

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Professional demeanor and strong interpersonal skills

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Ability to work independently and in a team-oriented environment

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Self-disciplined and organized; able to consistently hit daily and monthly targets with limited supervision

Originally posted on Himalayas