We are seeking a highly organized and detail-oriented individual to join our team as an Executive Administrative Assistant. In this role, you will provide comprehensive administrative support to senior executives while also assisting with database management, reporting, and documentation for various projects within the organization. Your exceptional organizational skills, attention to detail, and ability to handle multiple responsibilities will be instrumental in ensuring smooth operations, effective reporting, and well-documented processes within our organization.
Responsibilities:
Executive Support:
Provide high-level administrative support including calendar management, e-mail management, and meeting scheduling.
Prepare and edit correspondence, reports, and presentations as requested.
Assist in preparing meeting agendas, minutes, and follow-up actions.
Database Management:
Maintain and update databases, ensuring accuracy and completeness of information.
Run queries and generate reports as needed to support data-driven decision-making.
Collaborate with relevant teams to ensure data integrity and implement improvements to database systems.
Document database procedures and guidelines for future reference.
Project Assistance and Documentation:
Assist in managing and coordinating various organizational projects, including research, documentation, and tracking progress.
Collaborate with cross-functional teams to gather and analyze project-related information.
Support project managers in organizing meetings, preparing project materials, and maintaining project documentation.
Create and maintain project documentation, including project plans, status reports, and process workflows.
Communication and Collaboration:
Act as a liaison between departments, and external stakeholders, ensuring effective communication and coordination.
Coordinate and schedule team meetings, conference calls, and other collaborative activities.
Help facilitate information sharing and maintain confidentiality of sensitive materials.
Assist in documenting communication protocols and procedures.
Administrative Support:
Handle general administrative tasks, such as answering phone calls, managing email correspondence, and maintaining office supplies.
Assist with expense reports, budget tracking, and financial documentation.
Perform other administrative duties and ad hoc tasks as assigned.
Requirements:
Proven experience as an executive administrative assistant or in a similar role.
Strong proficiency in database management, reporting, and documentation.
Excellent organizational and time management skills, with the ability to prioritize effectively and meet deadlines.
Proficient in using productivity tools and software, including MS Office Suite (Word, Excel, PowerPoint, Outlook) and database management systems.
Exceptional attention to detail and accuracy in data management, reporting, and documentation.
Strong verbal and written communication skills, with the ability to interact professionally with individuals at all levels.
Ability to handle sensitive and confidential information with discretion.
Proactive and resourceful problem-solving skills, demonstrating initiative and the ability to work independently.
Flexibility and adaptability to thrive in a fast-paced, dynamic environment.