Executive Assistant/Office Management

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​​Calendar and Travel Management: 
• ​Manage the ELT calendar, scheduling meetings, appointments, and engagements. 
• ​Organize and coordinate travel arrangements, including preparation of detailed travel itineraries and necessary documents. 
• ​Coordinate and schedule meetings with stakeholders, ensuring all necessary arrangements are made. 
Communication Management: 
• ​Handle all correspondence, emails and other documentation related to ELT meetings. 
• ​Draft and prepare responses to emails and other forms of communication as directed by ELT. 
• ​Ensure timely and effective communication between the various ELT members, their leadership team, and internal/external stakeholders. 
• ​Manage information flow in a timely and accurate manner. 
Meeting & Project Management: 
• ​Assist in planning and organizing company events and meetings. 
• ​Prepare agendas for meetings and distribute them in advance. 
• ​Take accurate meeting minutes and document key discussion points and action items. 
• ​Follow up on action items to ensure deadlines are met and provide status updates. 
• ​Assist with or lead special projects, ensuring deadlines are met and project goals are achieved. 
• ​Track progress on projects, identify any issues, and provide solutions to ensure successful project completion. 
Additional Responsibilities: 
• ​Provide general administrative support to the local office. 
• ​Continuously improve administrative systems and procedures to enhance efficiency and effectiveness. 
• ​Prioritize conflicting needs and handle matters expeditiously, proactively, and follow through on projects to successful completion. 
• ​Manage and organize confidential information and documents with the utmost discretion. 
• ​Assist with all administrative tasks as needed. 
• ​Maintain a professional, positive, welcoming, and orderly environment throughout the office 
• ​Oversee front desk reception including greeting and directing guests, monitoring the visitor log and issuing visitor badges 
• ​Receive, sort, and distribute incoming mail and packages 
• ​Prepare outgoing mail and packages including pick-up and tracking as needed 
• ​Maintain office vendor and building maintenance relationships and requests 
• ​Conduct general office management tasks:  
• ​Monitor, order and maintain office, kitchen, first aid, and housekeeping supplies 
• Manage general office expenses 
• ​Maintain neat, well organized, and tidy office space including front desk and common areas 
• ​Collaborate with a wide range of teams to support projects and events on an ad hoc basis 

You'll love this job if you have:

• ​​Minimum 2 years Executive Assistant experience.​ 
• ​​Exceptional organizational, time management, and multitasking skills. 
• ​Strong interpersonal and communication skills, both verbal and written. 
• ​Detail-oriented with a proactive approach to tasks. 
• ​Strong problem-solving and critical-thinking abilities. 
• ​Ability to manage multiple projects and deadlines. 
• ​Proficiency with Microsoft Office Suite and G-Suite (Google Slides, Sheets, and Documents). 
• ​High level of professionalism and confidentiality. 
• ​Strong desire for continuous learning through access to information and leadership within a growing and fast-paced business. 
• ​Ability to work independently and as part of a team.