Key Responsibilities
Calendar and Time Management:
Manage and prioritize a complex calendar across multiple time zones, including scheduling meetings, appointments, and personal time, while anticipating conflicts.
Ensure the executive is prepared for all meetings by gathering, compiling, and distributing necessary materials (agendas, reports, presentations) in advance.
Communication & Gatekeeping:
Act as the primary point of contact and liaison for internal staff, external clients, partners, and the Board of Directors.
Screen, prioritize, and manage all incoming communications (phone calls, emails, mail), drafting responses and handling sensitive information with discretion.
Travel and Logistics:
Coordinate comprehensive domestic and international travel arrangements, including flights, accommodation, ground transportation, and detailed itineraries.
Manage and process expense reports, reimbursements, and invoices in a timely and accurate manner.
Meeting and Event Coordination:
Plan and execute logistics for meetings, conferences, board sessions, and executive off-sites, including venue booking, catering, and technical setup.
Attend meetings, take detailed minutes, track action items, and ensure timely follow-up on deliverables.
Administrative and Project Support:
Prepare, proofread, and format professional documents, reports, proposals, and PowerPoint presentations.
Conduct research and compile data to support executive decision-making on various projects.
Maintain organized and confidential electronic and physical filing systems.
