Executive Assistant

Our client is seeking a highly organized and experienced Executive Assistant to provide comprehensive administrative support to the Head of Human Resources. The ideal candidate will be a proactive problem-solver with exceptional communication and interpersonal skills, capable of thriving in a fast-paced environment. This position requires a high degree of confidentiality, discretion, and independent judgment.

Responsibilities:

• Calendar Management: Manage and maintain the Head of HR’s complex calendar, scheduling meetings, appointments, and travel arrangements. Proactively identify and resolve scheduling conflicts.
• Communication: Screen and direct phone calls, emails, and correspondence. Draft and prepare professional correspondence, presentations, and reports on behalf of the Head of HR.
• Meeting Support: Prepare agendas and materials for meetings. Attend meetings as requested, taking minutes and tracking action items.
• Travel Coordination: Coordinate travel arrangements, including flights, accommodations, and itineraries. Prepare expense reports and reconcile travel expenses.
• Administrative Support: Maintain electronic and physical filing systems. Process invoices and purchase orders. Conduct research and gather information as needed.
• Special Projects: Assist with special projects and initiatives as assigned by the Head of HR. This may include coordinating events, conducting research, and preparing presentations.
• Departmental Support: Provide general administrative support to the HR department as needed, including greeting visitors, answering phones, and assisting with departmental projects.

Qualifications:

• Education and Experience: Bachelor’s degree preferred. Minimum of 1 3 years of experience providing executive-level administrative support in a professional environment. Experience in a public sector or HR setting is a plus.
• Skills and Abilities:
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to maintain confidentiality and exercise discretion.
• Ability to work independently and as part of a team.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong attention to detail and accuracy.
• Knowledge of office procedures and protocols.