Executive Assistant

Role & responsibilities

1. Manages the day-to-day administrative affairs of the Manager , scheduling all appointments, conferences, engagements and other commitments; handles changes or cancellations as deemed necessary and/or appropriate. Provides with background information, meeting summaries and/or supporting documents in preparation for scheduled appointments, meetings and engagements; coordinates with other departments as necessary for reports and communications for preparation of specific engagements and maintains and tracks detailed priority list of projects and engagements.
2. Maintains an efficient flow of information between all levels of the Company including internal and external contacts on a wide spectrum of plans and priorities.
3. Screens incoming calls , determining nature of call and whether or not it requires the attention , takes messages and maintains contact lists, and whenever possible responds to callers directly based on knowledge preferences, office functions, policy, priorities and availability or makes sure the caller receives appropriate transfer to another department.
4. Processes all incoming correspondence received in the office of the prioritizing and determining its disposition. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply. Determines which correspondence can be handled byself and takes the initiative in drafting responses for the signature based on knowledge of his activities, interests, priorities, and issues. Follows same procedures for electronic mail..
5. Handles confidential and sensitive information with poise, tact and diplomacy.
6. Schedules and organizes all activities such as meetings, travel, car services and Company activities .
7. Greets and manages all visiting members and guests and handles all of their needs for the duration of their stay.
8. Produces meeting summaries and maintains and tracks the priority lists of projects and other board memberships and responsibilities.
9. Handles all related business finances, reconciles credit card statements and manages all expense reports in a timely manner.
10. Works independently and within a team on special and ongoing projects when necessary.
11. Photocopies, scans and faxes information as needed or requested.
12. Processes certain recurring invoices relating to association business.
13. Maintains files used by the Manager and association on an ongoing basis, modifying when necessary; applying association rules pertaining to retention and disposition.
14. Arranges, in conjunction with other departments, special events sponsored by the Manager to include invitations, site selection and related details.
15. Prepares annual business plan documents and quarterly business plan reports. Assists with development of departmental budget.
16. Organize, monitor and records meetings of Company executives, fostering of good working relationships, problem solving, information sharing. Work with the management team to develop and maintain the Companys correspondence guidelines and advise all support staff on proper correspondence processes and procedures.