Executive Assistant

OBJECTIVES OF THIS ROLE

The ideal candidate for this role will possess exceptional organizational skills and thrive in a fast-paced work environment.

• Responsible for providing secretarial support, attending to COO's personal matters, ensuring a high standard of work completion, and displaying an independent and hands-on approach to assigned tasks.
• Preparing marketing reports, subscribing to and sharing market information, arranging festivals in an appropriate manner.
• Managing the internal newsletter and coordinating with the department for marketing-related business trips and corporate gifts if needed.
• Assist the Board of Directors in coordinating executive-level matters.

Responsibilities

1. Professional Secretarial Support:

• Provide comprehensive administrative support to COO and the department, including managing her calendar, scheduling meetings and appointments, and coordinating travel arrangements.
• Ensure prompt and accurate handling of all incoming and outgoing correspondence, and phone calls.
• Prepare and edit documents, reports, and presentations with a high level of attention to detail.

2. Task Completion and Independence:

• Demonstrate the ability to work independently, prioritize tasks, and meet deadlines.
• Maintain a high level of accuracy and attention to detail in all assigned tasks.
• Utilize critical thinking and problem-solving skills to resolve any challenges that may arise.

3. Executive-level Coordination:

• Assist in coordinating meetings, preparing meeting agendas, and distributing relevant materials.
• Handle sensitive and confidential information with discretion and professionalism.

4. Market information and Reporting:

• Subscribe and consolidate market information, staying market trends and developments.
• Prepare marketing reports, analyzing data and provide recommendations to support decision-making.

5. Festival Arrangements:

Coordinate and arrange festivals and related activities in a manner that aligns with the organization's culture and values.

QUALIFICATIONS/EXPERIENCE

• Bachelor's degree required.
• At least 5 years of experience in an administrative role reporting directly to upper management.
• Significant executive support experience, including supporting C-level executives.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Always make appropriate, informed decisions regarding priorities and available time.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Ability to work well within a cross-functional team environment and diverse communities.
• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Ability to think outside of the box with a sense of urgency.