Executive Assistant

REPORTING LINE: Managing Director

A new and fast paced Financial Services provider is looking for someone to fill in the current vacancy of an Executive Assistant

Job Summary:

Provide high-level administrative support by handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Executive Assistant Duties and Responsibilities:

• Answering phone inquiries, directing calls, and providing basic company information
• Comfortable performing clerical duties, taking memos, maintaining files, and organizing documents. Photocopying, faxing, collating, etc., as needed.
• Arranges travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
• Plans/organizes and implements events such as meetings, business luncheons, or client dinners and marketing events
• Manages executive schedule and acts as liaison for executive team
• Prepares reports, presentations, and data, as well as maintaining files, records, and correspondence for meetings
• Handles confidential information; organizes and maintains files
• Prepares information and research for executive needs
• May help plan company events, meetings, and employee team building activities or special projects.
• Manages, and supervises mid – level and junior staff as and when required
• Handle minimal human resources work on behalf of the Managing Director

Must possess the following skills:

• Comfortable in a fast-paced environment with multiple tasks and projects at hand
• Able to organize and manage large amounts of files, tasks, schedules, and information
• Self-directed and able to work without supervision
• Energetic and eager to tackle new projects and ideas
• Comfortable in both a leadership and team-player role, manages team members, leads assistant meetings, and supervises when needed

Executive Assistant Requirements and Qualifications

• Bachelor’s degree in Marketing and Communications or related field preferred
• At least 2 years relevant experience especially with advertising agency work.
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must.
• Excellent written and verbal communication skills
• Able to concentrate on multiple problems/tasks at once
• Excellent time management and prioritization skills
• Team player.
• Interpersonal communication skills.
• Detail oriented.
• Positive, can-do attitude.
• Flexible.
• Ability to prioritize.

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