The executive assistant is responsible for providing professional, courteous and effective support to the President of Planterra. This role necessitates a proactive and problem-solving mindset and is expected to represent the President of Planterra both internally and externally. This individual will be responsible for managing the president’s daily schedule, overseeing correspondence, and serving as the primary point of contact for matters relating to the company President.
The ideal candidate will possess strong communication skills, a high degree of professionalism, and the ability to organize and multitask in a fast-paced environment. The Executive Assistant will also manage special events hosted or chaired by the President, including invitations, RSVPs, and event coordination.
Responsibilities
- Manage the President’s Calendar: Schedule, coordinate, and confirm meetings, appointments, and travel arrangements for the President. Ensure efficient use of time by anticipating needs and addressing potential scheduling conflicts.
- Daily Correspondence Management: Handle the President's incoming calls, emails, and other communications. Draft, proofread, and respond to emails and letters on behalf of the President, ensuring professional and timely communication. Follow up with vendors and external stakeholders such as contractors as needed.
- Event Coordination: Take the lead on special events hosted or chaired by the President. Coordinate event logistics, send out invitations, track RSVPs, and ensure all event-related details are managed smoothly. Act as the primary point of contact for external partners or attendees related to these events.
- Travel Coordination: Arrange travel accommodations, itineraries, and related logistics for the President, ensuring a seamless and efficient travel experience.
- Document Preparation: Prepare reports, presentations, and other documents as requested by the President. Maintain organized records and files for easy access and reference. Alert President to upcoming deadlines and be forward-thinking regarding major project milestones.
- Confidentiality and Discretion: Handle sensitive information with the utmost confidentiality and professionalism. Exercise discretion when dealing with internal and external communications.
- Technology Support: Utilize Microsoft Office and other software to manage tasks, prepare presentations, and ensure effective communication and organization. Ensure the President’s devices and tools are running efficiently and stay up to date with necessary applications.
Skills
- Excellent Communication Skills: Strong written and verbal communication abilities with a keen attention to detail. Must be able to draft professional correspondence, communicate clearly with internal and external stakeholders, and interact with all levels of personnel.
- Technologically Savvy: Proficient in the Microsoft Office (Word, Excel, PowerPoint, Outlook) and able to adapt quickly to new software tools and technologies.
- Organizational Skills: Strong time management and multitasking abilities with a high level of attention to detail. Ability to prioritize tasks and manage competing demands. Think through a request with vague or no clear direction on next steps.
- Professionalism and Discretion: Ability to handle sensitive and confidential information with the highest level of professionalism and confidentiality.
- Event Planning Experience: Previous experience coordinating events or large meetings is a plus. Display ability to manage logistics, invitations, RSVPs, and the execution of smooth events.
- Adaptability: Ability to thrive in a fast-paced, dynamic work environment. Must be flexible and willing to take on new tasks as needed. Candidates who have experience in working with executives who have high expectations and can maintain a professional demeanor will excel in this role.
Qualifications
- Bachelor’s degree preferred or equivalent experience in executive assistance or office management.
- Minimum of 3-5 years of experience as an executive assistant or in a similar support role.
- Experience supporting senior executives is a plus.
