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
