EA - Executive Assistant

We are looking for an Executive Assistant to perform a variety of administrative tasks and support our company’s senior-level managers.

Executive Assistant’s responsibilities include managing calendars. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members. 

Responsibilities:

• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Manage executives’ calendars and set up meetings
• Rack daily expenses and prepare weekly, monthly or quarterly reports
• Act as an office manager by keeping up with office supply inventory
• Format information for internal and external communication – memos, emails, presentations, reports
• Screen and direct phone calls and distribute correspondence
• Organize and maintain the office filing system

Objectives:

Administrative tasks

• Reply to all emails within 1 business day , with exceptions for urgent and high priority matters.
• Answer all phone calls within 3 rings and reduce hold time to less than 3 minutes .
• Stay updated with continuous learning for all Microsoft applications including Outlook, Excel, Word, PowerPoint, etc. Take time each quarter to research best practices and skill up.

Scheduling

• Organize and manage schedules and logistics for quarterly Board of Directors meetings, finalized one quarter prior to the meeting
• Schedule executive’s weekly appointments ensuring no more than four in one day .
• Set meetings and manage calendar events for the office one month in advance.

Office management

• Reduce office supply restock purchase from every week to once every two weeks.
• Maintain a new employee onboarding program and grow the mentor program by 15%.
• Create synergy within the team, and across the company resulting in no more than 5 formal complaints. 

Bookkeeping

• Process expense reports within 24 hours for a 20-person team each week
• Reduce company operation costs by 20% by researching and securing alternate vendors.
• Audit budget activity once monthly to ensure all spending is reasonable and within range.