Reports to: Chief Financial Officer, Chief Administrative Officer, Chief Legal Officer
Job Summary:
The Executive Assistant provides high-level administrative support to the CFO, CAO, and CLO, ensuring efficient operations across finance, administration, and legal functions. The ideal candidate is proactive, highly organized, and capable of managing multiple priorities and deadlines with professionalism and discretion.
Key Responsibilities:
- Calendar Management: Schedule and maintain executives' calendars, ensuring efficient time management and prioritization of meetings, conferences, and appointments.
- Meeting Coordination: Organize and prepare for meetings by drafting agendas, gathering necessary documents, and handling logistics such as location, equipment, and attendee coordination.
- Communication Management: Act as a primary point of contact for internal and external stakeholders. Screen, prioritize, and respond to emails, phone calls, and written correspondence.
- Travel Arrangements: Coordinate domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
- Expense Reporting: Prepare and submit expense reports for the CFO, CAO, and CLO, ensuring compliance with company policies.
- Document Management: Assist in preparing and reviewing documents, presentations, and reports. Maintain confidentiality and organize electronic and paper filing systems.
- Project Assistance: Support executives with special projects, research, and tasks as needed.
- Liaison Role: Serve as a liaison between the executives and other departments, ensuring effective communication and collaboration on cross-functional initiatives.
- Event Planning: Coordinate team meetings, conferences, and other executive events, managing venue selection, catering, and participant logistics.
Qualifications:
- Proven experience as an executive assistant or in a similar role supporting C-level executives.
- Excellent organizational and multitasking skills with the ability to manage competing priorities.
- Strong written and verbal communication skills.
- High level of discretion and confidentiality.
- Proficiency in office software (e.g., Microsoft Office, Google Workspace) and calendar management tools.
