Executive Assistant

Responsibilities

- Providing administrative assistance, such as writing and editing emails, drafting memos and preparing communications on the executives' employees' behalf, and facilitating the flow of information through the office in a poised, professional and efficient manner
- General day-to-day office management, including but not limited to answering incoming phone calls in a polite and professional manner and accurately taking messages, visitors, correspondence, heavy calendar management, making appointments, and prioritizing the most sensitive matters, sorting and distributing communications in a timely and accurate manner
- Handle incoming and outgoing correspondence professionally and courteously, always keeping involved parties updated
- Maintain physical office including aesthetics, supplies, and general organization
- Work with sensitive and proprietary information with discretion and confidentiality
- Organizing meetings, including scheduling, sending reminders, prepare related agendas, taking dictation and minutes and writing them up subsequently during the meetings, set up conferences, teleconferences, travels, executive briefs, and organizing catering when necessary
- Maintaining comprehensive and accurate corporate records, documents, and reports and looking for ways to improve current systems.
- Coordinate with other departments to ensure compliance with established policies
- Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
- Act as the point of contact among executives, employees, clients, and other external partners and Maintain trusting relationships
- Performs additional duties when required, such as drafting brochures, maintain company brand through website, social media, marketing ads i.e. Google ads, content writing, implement and coordinate ad hoc projects, preparing payrolls, placing orders, invoice processing, minor accounting and bookkeeping duties
- Prepare projects, requirements and prototypes

Qualifications and Skills

- Able to remain calm and poised in a fast-paced, dynamic, high-pressure environment
- Self-confident, energetic, upbeat, proactive, problem-solving, decision making, and exceptional attention to detail
- Responsible, reliable, trustworthy, accuracy, analytical abilities, flexibility, reliability, teamwork and excellent customer care skills
- Exceptional organizational, interpersonal and communication skills
- Able to work with flexible hours on office or remotely
- Ability to work effectively with minimal supervision
- Time management and prioritize tasks efficiently
- Fluent in English
- Presentation and reporting skills
- Discretion and confidentiality
- Fast learner
- Technologies to be aware of:
- Odoo ERP customization system (to manage CRM, Invoices, Employees requests, and documents...etc.)