Note: The job is a remote job and is open to candidates in USA. Infomedia PR is seeking an Executive Administrative Assistant to provide comprehensive support to the CEO and C-level executives. The role involves managing schedules, handling confidential information, and coordinating travel logistics, ensuring efficient administrative operations.
Responsibilities
- Provide professional and personal scheduling for the CEO, managing agendas, emails, phone calls, and client interactions
- Coordinate complex scheduling and information flow for senior executives
- Manage travel logistics for senior executives, including transportation, accommodations, and meals
- Proper management of sensitive information related to the CEO and the organization
- All emails, phone calls, and messages, whether personal or professional, should be treated with confidentiality
- Handle documents, reports, and memos that are of a confidential nature is a regular part of this role
- Accurate recording of meeting minutes is crucial
- Entrusted with CEO personal matters, such as managing their personal schedule, correspondence, and confidential family or health-related information
- Filing and recording of Corporate records, personal files, and other documents should be handled with care and kept secure
- Discretion and confidentiality with access to information that is not meant for public knowledge
- Build and maintain trust with the CEO and the executive team is critical
- Assist CEO and C Level executives in daily administrative tasks, including calendar management, meeting coordination, and correspondence handling
- Arrange travel itineraries and accommodations for executives, ensuring seamless logistics
- Prepare and distribute meeting materials, agendas, and presentations
- Record accurate meeting minutes, documenting discussions, and decisions
- Assist in document preparation, editing, and report creation
- Manage executive's appointment schedule, plan meetings, and attend to travel arrangements
- Welcome guests and customers, both in person and on the telephone, and answer inquiries
- Maintain confidentiality and protect operations
- Complete projects by assigning work with clerical staff and ensuring results are delivered
- Secure information through database backups
- Maintain office supplies inventory and equipment
- Stay updated through education and professional development
- Provide office support, including typing, dictation, spreadsheet creation, and maintenance of filing systems
- Organize team communications and plan internal and off-site events
- Manage and prioritize incoming communications, redirecting as necessary
- Liaise with internal and external stakeholders, facilitating effective collaboration
- Act as a liaison between executives and various stakeholders, handling inquiries and resolving issues professionally
- Coordinate and oversee special projects, including data research and report preparation
- Organize and maintain files and records to ensure accessibility and accuracy
Skills
- Bachelor's degree in administration or related field
- 5 years' experience in Administrative Assistant roles at executive level
- Excellent written and verbal communication skills
- Strong time management and organizational abilities
- Proficiency with office productivity tools and a willingness to learn new software and systems
- Flexible, adaptable team player with a commitment to confidentiality
- Experience in budget and expense management
- Experience in developing internal processes and filing systems
- Logical thinker, attention to detail, and good analytical and problem-solving skills
- Able to coordinate and establish priorities
- Strong organizational skills with ability to multi-task
- Proficient in computer software such as: Word, Excel, PowerPoint
- Fully Bilingual
Company Overview