Executive Assistant

Key Responsibilities

• Executive Travel: Research and present cost options, cost tracking, negotiate contracts for meeting space and transportation, preparation of itineraries, organization of travel documents and tracking of expiration dates and international travel regulations, visa applications, insuring proper travel insurance, health preparation (i.e. vaccines), technical accessories, gather reading and prep materials, out-of-office hours support in making changes/cancellations/re-booking while traveling.
• Filing: encompasses both physical paper-filing system and network folder structure.
• Special Projects: All special projects as required. (i.e. overhaul and purge of current filing system)
• Physical Office Space: temperature and general comfort, facilities, furniture, cleanliness, monitor others use of office (confidential documents).
• Guests: Provide all prep materials, greeting all external parties, offer tea/coffee, advise of schedule issues/wait time, arrange transportation if required.
• In office errands : Photocopies, printing, scanning
• Mail
• Reading and reviewing materials to try and determine importance of the week / day
• Schedule awareness of Executive and VP team
• · Special Events: Preparation for dinner parties and other events.
• · Investor Database: Investor Database in Maximizer Administration
• · Event & Meeting Planning: Work with EA to coordinate, team scheduling, catering arrangements, on-site oversight when required, cost tracking on budget
• · Report & Document Preparation: Administrative tasks with reports and presentations as directed by the EA. May include: data gathering, template creation, format editing, creating PowerPoint and other materials for presentation
• · Quarterly Launch Events: Responsible for assisting organization of event planning, execution, menu, venue, transportation, reservation, tickets.
• · Lunch: Order, pick-up/purchase, serving for other executives and team members as required.
• · Customer Calls: Administrative emails
• Christmas Party: Assist the EA with coordination, team communication, preparations, planning and execution of party