Executive Assistant

EXECUTIVE ASSISTANT

JOB SUMMARY:

The Executive Assistant is responsible for providing executive and administrative support to the President/CEO. Duties include, but are not limited to, maintenance of calendars, attendance, and travel itineraries of the CEO; liaises in the needs of and/or request of other departments with the CEO.

JOB RESPONSIBILITIES:

• Provides high level administrative support to the President & Chief Executive Officer (CEO) and the Board of Directors by providing efficient executive assistant services to achieve flawless execution of CEO/BOD projects;
• Assists the Company President & CEO in his every day task by providing administrative, organizational and scheduling structure, and support, to allow him to focus on more strategic priorities;
• Prepares a variety of complex reports (statistical, financial, administrative, and budgetary), including attending meetings to gather information, conducting research through the internet and other sources to produce necessary data and reports required;
• Participates in preparation of contract negotiations by assisting with research and analysis, and coordination with the Company’s Retainer Lawyer; providing clerical and technical support during contract negotiation sessions, and following up on items to achieve new business dealing targets by the organization;
• Create and maintain an effective filing management system for all documents, records, and reports of the Company President & CEO;
• Act as the point of contact between the executives, and internal/external clients;
• Manage and maintain schedules, appointments, and travel arrangements;
• Maintain agenda and assist in planning appointments, board meetings, conferences etc;
• Assists in the planning and arranging of meetings and conferences, as required.
• Ensures all equipment is properly set up and all needed facilities are complete;
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, parcels, packages, etc.);
• Handle confidential documents ensuring they remain secure;
• Prepare invoices or financial statements and provide assistance in bookkeeping;
• Maintain electronically and paper records ensuring information is organized and easily accessible;
• Tracks and records incoming and outgoing correspondences, project files, and other significant documents of managed properties;
• Maintains and monitors all management agreements and updates before it reaches its expiration date;
• Performs other duties (including improvement projects) that may be assigned from time to time;
• Directly coordinate with the company heads and managers regarding business related matters, as delegated by the Company President & CEO;
• Handle personal requirements of the Company President & CEO.

QUALIFICATIONS:

• Must possess a Bachelor's Degree in any Business, Accounting or any related course
• Minimum of two (2) years of experience as Executive Assistant;
• Experience in Project Management, Accounting and Finance or in Business Development functions in a retail company is an advantage for this position;
• Outstanding negotiation and communication skills both written and verbal - will be corresponding with management across the organization;
• Ability to work in a fast-paced environment, and can handle pressure well; with keen attention to detail;
• Can speak clearly in positive and negative situations;
• Can write clearly and informatively (i.e, e-mail, letters, and reports);
• Can prioritize and plan work activities;
• Ability to make decisions and take appropriate actions;
• Has a positive attitude, and able to deal with different people or situations;
• Ability to develop strong working relationships with all levels of individuals in the organization;
• Ability to maintain and secure confidential information.

NOTE: Work schedule is tentative and will be discussed during the final interview.