We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to an executive team. The ideal candidate will be adept at managing calendars, coordinating travel arrangements, facilitating meeting logistics, and handling various ad hoc projects with efficiency and discretion.
Responsibilities:
- Calendar Management: Maintain and organize complex calendars for multiple executives, including scheduling appointments, meetings, and conference calls. Prioritize appointments based on importance and urgency, ensuring optimal time management.
- Travel Arrangements: Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and visas. Anticipate travel needs and proactively address potential conflicts or issues.
- Meeting Coordination: Arrange and confirm meeting logistics, such as room reservations, catering, audiovisual equipment, and attendee coordination. Prepare meeting agendas, distribute materials, and take minutes as necessary. Follow up on action items and ensure timely completion.
- Ad Hoc Projects: Assist executives with various ad hoc projects, including research, presentations, and special initiatives. Maintain confidentiality and discretion when handling sensitive information and tasks.
- Communication Management: Serve as a liaison between executives and internal/external stakeholders. Manage correspondence, emails, and phone calls professionally and efficiently. Prioritize and escalate inquiries as needed.
- Documentation and Record-Keeping: Maintain accurate records, files, and databases related to executive activities, meetings, and projects. Ensure documentation is organized and easily accessible for reference.
- Prioritization and Time Management: Effectively prioritize tasks and manage competing deadlines. Anticipate and proactively address potential conflicts or delays to ensure seamless workflow for executives.
Qualifications for Executive Assistant Jobs Opportunity at Ambassador Recruiting Services
- At least 5 years of proven experience as an executive assistant or similar role, preferably supporting multiple executives in a healthcare, insurance, or non-profit organization
- Advanced Microsoft Office skills (Word, Excel, PowerPoint)
- Exceptional organizational skills and attention to detail
- Strong communication and interpersonal abilities
- Proficiency in calendar management and scheduling software (e.g., Microsoft Outlook, Google Calendar)
- Ability to handle sensitive information with discretion and confidentiality
- Flexibility and adaptability to changing priorities and fast-paced environments
- Excellent problem-solving skills and ability to work independently
- Bachelor’s degree or equivalent experience preferred
How to apply for Executive Assistant Jobs Opportunity at Ambassador Recruiting Services
Apply online here: https://www.ambassadorrecruiting.com/about
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