Executive Assistant

Main tasks:

Provides administrative support to head of legal entity 6221

Requires thorough knowledge of company operations, policies and procedures. Handles details of a highly confidential and critical nature.

Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. Minutes meetings, circulates notes and owns site documents repository

Prepare presentation materials for leadership meetings. Ensures all meetings are scheduled. Thorough understanding of MS office and Google docs, slides and sheets

Makes high-level contacts of a sensitive nature inside and outside the company. Owns calendar, travel bookings, events, visitor appointments and synchronizes schedules of the legal entity head for seamless and productive activities

Works autonomously within established procedures and practices.

Manages within the the admin budget

Anticipates patterns and links; looks beyond the immediate problem to the wider implications.

Requires a professional certification or equivalent experience in working with senior-level executives within and outside the company, customers, vendors, visitors and other dignitaries.

In depth knowledge of company operations and excellent communications skills are required.

Excellent verbal and written communication skills. Confident, amiable person who maintains relationships with internal and external stakeholders

Performs varied and complex administrative support functions, relieving the manager of administrative details and requiring knowledge of department policies, practices, and procedures. Completes assignments that may require attendance at and documentation of meetings. Prepares memos, reports, spreadsheets, and presentations. Coordinates domestic and international conference calls. Reviews and prioritizes incoming mail, and replies directly to general routine inquiries. Sets up and maintains files, documents, and logs. Screens incoming calls and takes messages. Assists in coordinating the preparation of department budget, and monitors expenses. Gather information from various sources, and compile data to prepare reports.