About the Role:

Our client is seeking a highly experienced and exceptionally skilled Assistant to provide administrative support to a key executive(s) within our organization, reporting directly to Head of Digital & Social Media and Head of Communications. This is an excellent opportunity for a motivated individual to learn the intricacies of executive-level support and contribute significantly to the smooth operation of our leadership team. The ideal candidate will be a resourceful problem-solver with excellent communication and interpersonal skills, eager to grow within a fast-paced environment. This position requires exceptional judgment, discretion, and the ability to handle confidential information with the utmost care.

Responsibilities:

● Calendar Management: Efficiently manage and coordinate complex executive calendars, including scheduling meetings, appointments, and travel arrangements across different time zones.

● Project Support: Provide administrative support for special projects and initiatives as needed, including research, data, asset and information gathering, and coordination with other teams.

● Meeting Support: Prepare agendas, take accurate meeting minutes, track action items, and follow up on deliverables. Ensure meeting rooms are properly equipped and organized.

● Document Preparation: Create, format, and proofread presentations, reports, emails, and other documents with accuracy and attention to detail. Maintain organized filing systems.

● Expense Reporting: Process and track executive expenses accurately and in a timely manner, adhering to company policies.

● Confidentiality: Handle highly sensitive and confidential information with discretion and integrity. Maintain the highest standards of professionalism and ethical conduct.

● Travel Arrangements: Coordinate all aspects of executive travel, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.

● Other Administrative Tasks: Perform other administrative duties as assigned to support the efficiency and effectiveness of the executive(s).

Qualifications:

● Bachelor's degree preferred, or equivalent relevant experience

● 3-5 years of administrative support experience, ideally in a fast-paced environment

● Proficiency in Google Workspace (Gmail, Google Docs, Google Sheets, Google Slides, etc.) is essential

● Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is preferred

● Excellent written and verbal communication skills

● Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines

● Exceptional attention to detail and accuracy

● Proactive and resourceful with a strong problem-solving aptitude

● Ability to work independently and as part of a team

● Professional demeanor and strong interpersonal skills

● Ability to maintain confidentiality and exercise discretion

● Experience with calendar management software and travel booking platforms is a plus

● Mon-Thursday- remote Friday
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**Personal Attributes:

● Highly motivated and eager to learn.

● Positive and can-do attitude.

● Adaptable and flexible to changing priorities.

● Reliable and dependable.

● Strong work ethic.