Job Scope:
The Executive Assistant is accountable for coordinating and managing the day-to-day activities and operation of the Senior VP's office. S/He supervises and handles the schedules and communications in a timely and accurate manner while handling different organizational and administrative tasks.
Main Duties & Responsibilities:
- Oversee and support all administrative duties in the office and ensure smooth operation at all levels
- Manage the flow of information through screening and prioritizing calls, visitors and correspondence taking messages when needed
- Manage the calendar of the Senior VP, set up and attend work meetings taking minutes and sending back reports and memos to attendees
- Supervise and coordinate arrangements for travel and work-related accommodations as well as other administrative and organizational tasks
- Produce and validate the content of memos, e-mails, presentations and reports to be sent to management
- Monitor and follow up on daily office expenses, negotiate prices and manage contracts making sure all items are invoiced and paid on time
- Prepare and oversee the office budget, plan expenditures, analyze variances and issue related reports
- Follow up on office supply inventory making orders for missing items when and as needed
- Design, implement and maintain office filing system while establishing and monitoring procedures for record keeping
- Interview and recruit office staff and provide proper training to ensure smooth on-boarding of the new joiner
Qualifications
- Bachelor's degree or equivalent experience
- At least 3 years of experience
