Executive Assistant

Full Job Description

Position Summary: English Must Be Advanced. 8:00a-5:00p PST

We are looking for a highly organized, detail-oriented, and proactive Executive Assistant to support president. In this pivotal role, you will be responsible for managing a variety of administrative tasks, including email management, scheduling, project coordination, and communication. This role requires someone who is efficient, reliable, and capable of managing competing priorities in a fast-paced environment. Key Responsibilities:Qualifications:A minimum of [3] years of experience as an executive assistant or in a similar administrative role.Exceptional organizational skills with the ability to manage multiple tasks and prioritize effectively.Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Monday.com (or similar project management software).Strong written and verbal communication skills, with the ability to interact with individuals at all levels of the organization.High attention to detail and ability to handle complex tasks efficiently.Professional, reliable, and able to work independently with minimal supervision.Ability to manage confidential information with discretion and care.A proactive mindset with a strong sense of initiative.Education & Experience:[Preferred: Bachelor’s degree in Business Administration, Communications, or a related field.][Certifications if applicable, such as project management certifications.]

Job Responsibilities

Travel Management: Coordinate and manage all aspects of travel, including booking flights, accommodations, ground transportation, and preparing comprehensive itineraries to ensure seamless travel experiences.

Email & Communication Management: Prioritize and manage emails and phone calls, ensuring the executive’s inbox is organized and all important communications are addressed promptly. You will also be expected to handle some communication on behalf of the executive.

Calendar & Scheduling: Oversee the executive’s calendar, scheduling appointments, meetings, and events. Ensure all meetings are coordinated efficiently, and that there is minimal disruption to the executive's day-to-day activities.

Project Management: Utilize Monday.com or similar project management tools to help track and manage ongoing projects. Ensure deadlines are met, tasks are organized, and that the executive is updated regularly on project statuses.

Meeting & Event Coordination: Organize meetings, prepare agendas, and track follow-up actions. Ensure all logistical details are handled, including setting up virtual and in-person meetings.

Document Preparation & Reporting: Draft, edit, and proofread documents, presentations, and reports for the executive’s review. Ensure all materials are organized and filed appropriately.

Phone Management: Answer phone calls, take detailed messages, and manage incoming inquiries with professionalism, ensuring all calls are directed as needed.

Office Management: Maintain an organized, efficient office environment, ordering office supplies, and ensuring equipment is in working order.

Confidentiality & Discretion: Handle sensitive and confidential information with utmost care and professionalism. Exercise discretion in all aspects of the role.

Job Requirements

A minimum of [3] years of experience as an executive assistant or in a similar administrative role.

Exceptional organizational skills with the ability to manage multiple tasks and prioritize effectively.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Monday.com (or similar project management software).

Strong written and verbal communication skills, with the ability to interact with individuals at all levels of the organization.

High attention to detail and ability to handle complex tasks efficiently.

Professional, reliable, and able to work independently with minimal supervision.

Ability to manage confidential information with discretion and care.

A proactive mindset with a strong sense of initiative.

Skills Required

• Admin Support - Intermediate

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