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.

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