Executive Assistant for a growing International Manufacturing Company
Employment Type : Full-Time
Executive Assistant
Reporting to the President, the Executive Assistant (EA) provides support with scheduling, communications, meeting management and event logistics. The EA serves as the primary point of contact for internal and external audiences on all matters for the President. This role also supports the President and monitors work plans for organizational projects and assists with coordination and meetings for the Executive Team and Board.
Duties and responsibilities:
- Scheduling and Communication - Completes a broad variety of administrative tasks for President
- Plan and coordinate schedules and maintain calendar of appointments
- Arrange travel plans, itineraries, and agendas
- Compile documents and research for meetings
- As requested, record meeting minutes and notes
- Work closely and effectively CEO keep her well-informed on upcoming commitments and responsibilities, follow up appropriately
- Complete expense reports in a timely manner
- Maintain the President list of contacts and ensure synchronization between all systems and devices
- Communicate directly and on behalf of the President with Board members, Advisors, staff, and others as needed.
- Organizational and Board Support
- Schedule, communicate agenda and changes, and provide day of support and follow up for all Board meetings.
- As requested, record meeting minutes and notes
- Support President with recruitment as needed
- Support with organizational and executive team meetings including organizing agenda, drafting and compiling necessary documents and managing event details such as catering and basic IT troubleshooting.
- Take notes and track follow up actions with staff and provide status updates to the Executive team.
- Enter contacts and other relevant information into CRM (Salesforce)
- Research, prioritize, and follow up on incoming requests, issues, and concerns addressed to the President and Executive Team, including those of a sensitive or confidential nature
- Proofread and edit materials as requested
Knowledge, Skills and Abilities:
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly, with excellent attention to detail.
- Very strong interpersonal skills, with ability to respond tactfully and diplomatically with a wide range of global leaders, executives, and mangers.
- Exceptional written and verbal communication skills
- Demonstrated proactive approaches to independent problem-solving and ability to execute work plans.
- Highly resourceful team player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, adapt to various competing demands, and demonstrate the highest level of service.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Prioritizes conflicting needs; handles matters expeditiously and proactively; and follows through on projects to successful completion, often under deadline pressure.
Minimum Qualifications:
- Masters degree preferred.
- Strong work tenure three or more years of experience supporting C-Level Executives.
- Strong Analyze skills, proficient in the Microsoft Office Suite/Outlook and Adobe Acrobat.
- Chinese speaking preferred.
- Able to lift up to 20lbs. Able to travel overseas.
This role requires international travel with CEO/President 1-2x a year post COVID-19/Pandemic. Currently no travel required.