Executive Assistant

About the Role

We are seeking a proactive Executive Assistant to provide comprehensive support to our executive team with utmost professionalism, confidentiality, and discretion. The ideal candidate will excel in managing sensitive communications, coordinating schedules, and adapting to a dynamic work environment with enthusiasm and a positive attitude.

Key Responsibilities

• Manage confidential business communications and information internally and externally with professionalism and discretion.
• Organize and maintain the calendars for executive team members, scheduling appointments and meetings efficiently.
• Respond to phone calls and emails, taking messages when necessary.
• Accurately document detailed notes during meetings.
• Complete errands as requested by the executive team.
• Arrange travel logistics including flights, accommodations, and ground transport for the CEO and other executives for both business and personal trips.
• Coordinate events including speaking engagements and other company functions, overseeing logistics such as hotels, catering, and transportation.
• Draft professional correspondence including emails and letters.
• Maintain effective communication with travel vendors to ensure timely and accurate handling of travel and expense reports.
• Leverage a thorough understanding of company operations and policies to carry out duties independently and proactively with minimal supervision.
• Prepare and provide weekly management updates to align performance with organizational priorities.
• Undertake additional projects as assigned by leadership.

Required Qualifications

• Minimum qualification of NCEA Level 2.
• At least two years’ experience supporting an executive leader or senior leadership staff.
• Proficient with MS PowerPoint, Excel, Outlook, and Word, with two years of practical experience.
• Two years of coordinating domestic travel arrangements.
• Experience managing and coordinating events with multiple external vendors, including transportation and logistical planning, spanning two years.

Preferred Qualifications and Traits

• University degree is preferred.
• Ability to multitask and operate independently in a fast-moving environment.
• Exhibits executive presence, sound judgment, maturity, and maintains strict confidentiality.
• Strong problem-solving skills with a proactive approach to anticipating needs and resolving issues before they arise.
• Detail-oriented with expertise in creating and maintaining organized administrative systems.
• Effective communication skills suitable for interacting with diverse cultural groups internally and externally.
• Energetic and positive "can-do" attitude with willingness to work extended hours when necessary.
• Excellent written and verbal communication skills, adept at compiling and distributing reports, meeting agendas, minutes, and action items. Writing samples are required prior to interview.