Executive Assistant to Chief Financial Officer, Chief Operating Officer and Vice President

Job Purpose

Provide administrative support and coordination for direct managers travel plans, meetings, conferences, and correspondences in addition to managing their business and personal calendars, and any other special projects to enable the direct managers from properly managing their time and achieving their targets.

Minimum Qualifications/ Education/ Experience

• Bachelor's degree of business administration - preferably business major.
• Communication and relationship management skills.
• Planning and organizing skills, problem solving and details orientation skills.
• 8 - 10 years' of experience in the field of office management with at least 5 years working with executives representative.

Responsibilities

• Plan the whole year calendar in conjunction with the executives so that travel, meetings, conferences, strategic meetings and committees are properly set against targets and activities, scheduling internal and external meetings with attendees and keeping direct reports' vacation and leave plans current on calendar and on system so authorizations stay available and operations are never hindered.
• Handle and coordinate all travel logistics for the business and personal trips requested by the executives in alignment with the set travel budget so that every trip runs successfully.
• Control the executives' budget for travel, stationery, meetings and miscellaneous expenses so it stays within the set limits, issuing and paying all personal and business bills on time so no delays or penalties arise.
• Attend all meetings to collect, analyze and communicate the minutes to stakeholders, then follow up on the resulting assignments and on projects with stakeholders and subordinates so meetings stay effective and the work is completed on time.
• Act as the executives' delegate at meetings with internal and external parties and handle VIP meeting logistics on and off company premises, representing them with guests and visitors so they can multitask across priorities while the company image is maintained.
• Handle the executives' personal and business public relations so they stay connected and updated with business-related news and communities and relationships are managed effectively.
• Filter and review the executives' emails, replying to inquiries and business emails and preparing business briefings and reporting, and file and archive all important documents confidentially so time is managed effectively and information is easy to access and retrieve.
• Act as gatekeeper for the issues, requests and conflicts that need the executives' input so disturbance and wasted time are limited, sustaining strong relationships with internal co-workers and managers and with vendors, banks, suppliers, hotels and travel agencies, and taking part in company special projects and events with other Assistants so they are completed successfully.

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