Executive Assistant at Corporate Staffing

Key Responsibilities:  

• Oversee the C-Suite Executives schedule: Plan and coordinate logistics and documents for local, regional and international visits and meetings  
• Ensure that all scheduled meetings, comprehensive minutes’ file records, and diary of events are maintained and communicated well on a timely basis 
• Provide logistical support to the C-Suite Executives or the executive team and anyone else at the discretion of the director 
• Act as the initial point of contact for the C-Suite Executives office. Daily respond promptly to questions  
• To coordinate, monitor, and make travel and logistical arrangement for the C-Suite Executives and other heads as directed  
• Prepare documentation to support the office of the C-Suite Executives and their functions and to meet deadlines in processing C-Suite Executives correspondence.  
• Monitors incoming mail and handling it as required. 
• Coordinate the preparation of briefing information for the C-Suite Executives relating to both external and internal meetings, travel/conferences, working closely with all departmental colleagues as appropriate. 
• Maintain an effective filing system for all communication/ correspondence within the executive office ensuring that such information is readily available for day-to-day use. At the same time ensure effective access controls are in place to protect confidential information/ documents. 
• Maintain the C-Suite Executives diary, ensuring that appointments and relevant information is readily available to facilitate effective meetings 
• Provide logical and administrative support for the organization, meeting and training sessions organized through the C-Suite Executives office. 
• To manage all office expenses to support the Director’s office and raise the necessary request for purchase requisitions. 
• Support to C-Suite Executives office during the compilation of the weekly, monthly, and quarterly reports. 
• Maintaining/updating C-Suite Executives diaries to ensure appointments and meetings are well organized and coordinated in a timely manner. 
• Maintaining regular communication with the C-Suite Executives for updates on matters that affect their schedules and planning 
• Working with relevant departments where necessary and providing corporate inter-office support 
• Perform any other duties as may be assigned from time to time 

 Key Skills and Qualifications 

• Bachelor’s Degree in a related field 
• 5 years’ experience supporting C-level executives 
• Progressive support experience with multi-national corporations and track record of advancement  
• Demonstrated experience supporting C-Suite Executives in large, complex corporate environments  
• Show highly common sensical priority calls about what to accommodate in the day vs push out 
• Problem solving skills 
• Make independent decision and take ownership  
• Express a sense of urgency and experienced solutioning  
• Extensive calendar management experience in a fast-paced environment 
• Stable employment tenure and with increasing levels of responsibility 
• Experience supporting multi-national executives across various industries 
• Extensive C-Suite calendar & travel management experience 
• Extensive logistical and communication experience with VIPs 
• Experience communicating with board of directors and CEOs 
• Formal secretarial training is a plus  
• Experience both on-site and virtual  
• Must be willing to work from an office in Westlands during USA Eastern Standard Time (EST) business hours.