The Executive Assistant coordinates, plans and supports operational and administrative functions for the Executive Board: Chairman, CEO and President. Our friendly, welcoming work environment make this position a great fit for anyone looking to be with one company for many years to come. Essential Job Responsibilities 1. Provide confidential and discreet administrative and business support to the Executive Board and family relative to professional and personal matters ¬ Manage multiple calendars and complex schedules¬ Makes decisions relative to complex and comprehensive domestic and international travel arrangements along with detailed itineraries¬ Screen all incoming calls, reply to typical matters via emails and correspondence¬ Arrange and confirm transportation arrangements and services for all travel including the overseas summer holiday¬ Schedule meetings with all external contacts and internal employees¬ Organize and handle personal notes, invitations and correspondence¬ Welcome guests, vendors, customers, community leaders in person or on the telephone. Prepare and organize itineraries, meeting agenda and schedule¬ Maintain filing for executive office¬ Determine daily lunch menus and arrange for pick up or delivery2. Prepare Executives for meetings and events ¬ Research and prepare presentation and collateral material for meetings¬ Reserve conference rooms, define and confirm room-setups, audio-visual needs, transportation, catering and other requirements3. Respond to customers ¬ Represent the Executive Board to customers including but not limited to research, collecting and analyzing information, drafting correspondence and documents4. Maintain vendor and customer lists ¬ Manage and update major independent store list, VIP collector lists and press listsMinimum Qualifications ¬ College degree a plus¬ 5 years’ experience supporting an Executive suite¬ Takes personal responsibility for the quality and timeliness of work, and achieves results with little oversight¬ Business acumen and strong writing skills¬ Unquestionable integrity and ethics¬ Well organized, results oriented and capable of executing multiple initiatives in fast paced environment¬ Detail oriented¬ Sense of urgency combined with effective communication skills to effect appropriate action¬ Proficient with Microsoft Excel, Word and Outlook¬ 20% domestic travel
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