Job Description
Executive Assistant cum Administrator
Location: JFK Airport area, New York, USA
Reports To: Chief Executive Officer (CEO)
Position Type: Full-Time
Job Summary:
The Personal Assistant cum Administrator provides high-level administrative support to the CEO and manages daily operations to ensure smooth office functioning. This role involves handling a diverse range of administrative tasks, scheduling, correspondence, and office management duties. The ideal candidate will be highly organized, proactive, and capable of managing multiple tasks efficiently.
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Key Responsibilities:
1. Personal Assistance:
- Manage CEO’s calendar, schedule meetings, and coordinate appointments.
- Handle phone calls, emails, and correspondence, ensuring timely responses.
- Prepare and edit documents, reports, and presentations as needed.
- Arrange travel itineraries, accommodations, and logistics for business trips.
- Assist with personal errands and tasks as required.
2. Administrative Support:
- Organize and maintain office files and records, both electronic and paper-based.
- Coordinate and facilitate internal and external meetings, including preparing agendas and minutes.
- Monitor office supplies and place orders to ensure adequate inventory.
- Assist in the preparation and processing of expense reports and invoices.
- Manage and track key administrative projects and deadlines.
3. Office Management:
- Oversee day-to-day office operations to ensure a productive work environment.
- Act as a point of contact for office-related issues and coordinate with facilities management.
- Implement and maintain office policies and procedures to improve efficiency.
- Support onboarding and training of new staff members as needed.
- Assist in organizing company events, meetings, and conferences.
4. Communication:
- Serve as a liaison between executives, staff, and external stakeholders.
- Handle sensitive and confidential information with discretion.
- Prepare communication materials, including newsletters, notices, and announcements.
5. Reporting and Documentation:
- Compile and maintain reports and records related to administrative activities.
- Track and report on key performance metrics and administrative tasks.
6. Human Resources Support
- Assist in recruitment processes, such as posting job ads and scheduling interviews.
- Maintain employee records and update personnel information.
- Support the onboarding of new staff.
7. Budget and Finance
- Assist in budget preparation and monitoring of expenses.
- Process invoices and handle basic financial transactions.
8. Data Entry and Record Keeping
- Enter and update data in relevant systems accurately.
- Maintain records of various activities and transactions.
9. Policy and Procedure Implementation
- Ensure compliance with organizational policies and procedures.
- Communicate and enforce relevant regulations to staff.
Qualifications:
Education:
- Bachelor’s degree in Business Administration, Management, or related field (preferred).
Experience:
- Minimum of 2 years of experience in a personal assistant or administrative role.
- Experience supporting senior executives or management preferred.
- Logistics/Freight Forwarding industry preferred.
Skills:
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace, Power BI).
- Ability to handle confidential information with integrity.
- Strong problem-solving skills and attention to detail.
Attributes:
- Professional demeanor and positive attitude.
- Ability to work independently and as part of a team.
- Adaptability and flexibility in a dynamic work environment.
Working Conditions:
- Must be self-motivated to work independently in a remote work environment.
- Able to travel as and when required.
- Work in a dynamic environment – e.g. outside of normal working hours, etc.
