Executive Assistant

Responsibilities

Scheduling management:

• Lead the daily calendar management of one or more department members - including scheduling, meetings prioritization, scheduling conflicts, updating availability, authorizing changes to dates and locations, etc.
• Prioritizing and organizing time and ensuring that the business partners are adequately prepared for each day's activities (e.g. Agenda, pre-read materials, etc.)
• Interacting with individuals from other organization's and external parties in coordinating schedules
• Assistance with visitors

Communication management:

• Serve as the key contact person in the area to minimize disruptions for the direct and indirect business partners
• Directing incoming requests and faxes to the appropriate personnel
• Handling e-mail responses as requested by the business partners (read, evaluate, respond, forward, and/or delete as appropriate)
• Compose first-draft documents from rough information from business partners
• Edit and proofread documents for content, style, and accuracy
• Preparing agendas and distributing minutes
• Coordinate translation of key affiliate wide communications from business partners

Operational support:

• Be trusted to take on special projects as needed, which may span different areas of the business-from projects focusing on operation improvements to data analysis and data compilation
• Create and prepare invoices for processing (po and non-po invoices) and manage ongoing contracts with external vendors.
• Create and manage access and general maintenance of sharepoint sites, teams, group mailing lists and internal employee portals and drives
• Coordination of site administrative planning, events, process improvements and assignments, with other company administrative assistants
• Support successful onboarding of new employees and employee changes following onboarding processes
• Perform general administrative tasks, such as mailings, faxing, scanning, and photocopying documents.

Travel:

• Coordinate travel and meeting requests for key department members and key external parties, at internal and outside functions, activities, board meetings, including hotel, flights, ground transportation
• Managing and maintaining all travel requirements and meeting planning with global processes including: providing system generated travel itineraries, conference registration, passport/visa management, process travel authorizations
• Coordinate with relocation company for physical moves for incoming and outcoming international employees

Expense reporting

• Manage and process expense reports on business partner behalf
• Mailing receipts when required
• Processing missing receipt affidavits when required