Assistant

About the Role:

Our client is seeking a highly experienced and exceptionally skilled Assistant to provide administrative support to a key executive(s) within our organization, reporting directly to Head of Digital & Social Media and Head of Communications. This is an excellent opportunity for a motivated individual to learn the intricacies of executive-level support and contribute significantly to the smooth operation of our leadership team. The ideal candidate will be a resourceful problem-solver with excellent communication and interpersonal skills, eager to grow within a fast-paced environment. This position requires exceptional judgment, discretion, and the ability to handle confidential information with the utmost care.

Responsibilities:

Calendar Management: Efficiently manage and coordinate complex executive calendars, including scheduling meetings, appointments, and travel arrangements across different time zones.

Project Support: Provide administrative support for special projects and initiatives as needed, including research, data, asset and information gathering, and coordination with other teams.

Meeting Support: Prepare agendas, take accurate meeting minutes, track action items, and follow up on deliverables. Ensure meeting rooms are properly equipped and organized.

Document Preparation: Create, format, and proofread presentations, reports, emails, and other documents with accuracy and attention to detail. Maintain organized filing systems.

Expense Reporting: Process and track executive expenses accurately and in a timely manner, adhering to company policies.

Confidentiality: Handle highly sensitive and confidential information with discretion and integrity. Maintain the highest standards of professionalism and ethical conduct.

Travel Arrangements: Coordinate all aspects of executive travel, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.

Other Administrative Tasks: Perform other administrative duties as assigned to support the efficiency and effectiveness of the executive(s).

Qualifications:

Bachelor's degree preferred, or equivalent relevant experience

3-5 years of administrative support experience, ideally in a fast-paced environment

Proficiency in Google Workspace (Gmail, Google Docs, Google Sheets, Google Slides, etc.) is essential

Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is preferred

Excellent written and verbal communication skills

Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines

Exceptional attention to detail and accuracy

Proactive and resourceful with a strong problem-solving aptitude

Ability to work independently and as part of a team

Professional demeanor and strong interpersonal skills

Ability to maintain confidentiality and exercise discretion

Experience with calendar management software and travel booking platforms is a plus

Mon-Thursday- remote Friday

Personal Attributes:

Highly motivated and eager to learn.

Positive and can-do attitude.

Adaptable and flexible to changing priorities.

Reliable and dependable.

Strong work ethic.