We are seeking a highly skilled and knowledgeable Executive Assistant to support our executive team, specifically focusing on coordination between departments and effective communication. The ideal candidate will possess a strong architectural background, with expertise in business process management to support our executive team excellent organizational skills, and the ability to interpret and relay complex information from the executive. This role requires a proactive individual who can keep up with the executive's logic and the overall business operations without making autonomous decisions.
Duties and Responsibilities:
Administrative Support:
• Manage the executive's calendar, including scheduling meetings, appointments, and travel arrangements.
• Handle correspondence, including emails, phone calls, and written communications, on behalf of the executive.
• Prepare and edit documents, reports, presentations, and other materials as needed.
• Maintain confidentiality and handle sensitive information with discretion.
Meeting Coordination:
• Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Ensure all necessary materials for meetings are prepared and distributed in advance.
• Arrange and coordinate logistics for internal and external meetings, conferences, and events.
Travel Management:
• Plan and arrange domestic and international travel, including flights, accommodations, and itineraries.
• Ensure travel plans are well-organized and align with the executive's schedule.
Project Support:
• Assist with special projects and initiatives as directed by the executive.
• Conduct research and gather information to support decision-making.
• Track project timelines and deliverables, ensuring completion on schedule.
Office Management:
• Maintain an organized and efficient office environment.
• Oversee office supplies and equipment inventory, ensuring all necessary items are stocked and maintained.
• Coordinate with facilities management for any office-related needs or issues.
Relationship Management:
• Act as a point of contact between the executive and internal/external stakeholders.
• Build and maintain strong relationships with key stakeholders, clients, and partners.
• Ensure effective communication and follow-up with all parties involved.
Business Process Management:
• Analyze and evaluate existing business processes to identify areas for improvement.
• Develop and implement streamlined processes to enhance efficiency and productivity.
• Collaborate with various departments to ensure process consistency and alignment with organizational goals.
Skills and Competencies:
• Strong understanding of architectural concepts and terminology.
• Exceptional organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to interpret and relay complex information accurately.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with project management tools and software.
Personal Attributes:
• High level of professionalism and discretion.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.
• Proactive, with the ability to anticipate needs and prioritize tasks effectively.
QUALIFICATIONS:
• Bachelor's degree in Business Administration, or any field.
• Minimum of 5-7 years of experience as an Executive Assistant or in a similar high-level administrative role.
• Experience supporting senior executives in a corporate environment.
• With knowledge of architectural principles and practices.
• Knowledge of process improvement methodologies such as Lean Six Sigma is a plus.
