Executive Administrative Assistant

SUMMARY

This position is responsible for providing executive support and office management to the Vice President (and sales team), administrative support in general, and assist in project management as required as well as achieving all objectives set forth.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES Provide executive support to the VP and sales teamOrganize and maintain schedule of appointmentsCoordinate and arrange for meetings, conferences, and travel, including preparation of itineraries and agendasScreen e-mails to ensure all deadlines requests are properly metAnswer all incoming communication including calls, mail, and visitorsCommunication with vendors/partners to ensure that meetings and deadlines are properly metAssist in the management and execution of routine matters and reportsCommunicate delegate executive’s instructions to various individuals and departmentsCompose correspondence of routine natureReview correspondence prepared by others for content and accuracy prior to VP signatureOrganize and maintain VP’s confidential, business and personal files, including following up on pending mattersMaintain files on vendors to ensure that a complete record is kept of all correspondencePreparations of expense reports and check requestsCoordinate requests/inquiries from other members, responding independently when possiblePrepare presentations and other department informationEnsure that all office supplies and services are arranged to support group activities

 

 

 

TECHNOLOGY SKILLSStrong organization and management skills; results oriented, and capable of operating independently with minimal directionAdept at coordinating highly complex and schedules that frequently require re-adjustment due to shifting prioritiesStrong communication and interpersonal skills, able to interact with a wide range of individuals at all levelsCompetence in using standard MS software packages: Word, PowerPoint, ExcelDisplay utmost integrity and posses a strong risk/reward awareness and be able to maintain independence while managing the conflicting objectives and prioritizing of different projectsMUST be able to read and write in Spanish. Portuguese is a plus!