Executive Assistant to Chairman/woman
1 week ago
Education and Experience:
Job Summary
Key Responsibilities
- Manage and organize daily schedules, appointments, and meetings for executives or department heads.
- Prepare correspondence, reports, and presentations as needed.
- Maintain accurate filing systems (digital and physical) for easy access to documents.
Digital Tools Management:
- Use Microsoft SharePoint and OneDrive to manage and share files, ensuring seamless team collaboration.
- Maintain and update shared documents, workflows, and archives on these platforms.
Social Media Management:
- Create, schedule, and manage content for the company’s social media platforms (e.g., LinkedIn, Facebook, Instagram, Twitter).
- Monitor engagement, respond to inquiries, and ensure a consistent brand presence online.
- Analyze social media performance and provide regular reports.
Basic Website Editing:
- Perform basic updates and edits to the company website (e.g., adding content, updating information, and fixing minor issues).
- Collaborate with IT or external developers for more complex website changes.
Communication Management:
- Serve as a liaison between management, employees, and external stakeholders.
Office Operations:
- Monitor and order office supplies, ensuring inventory levels are sufficient.
- Coordinate office maintenance, repairs, and other services as required.
- Ensure the office environment is clean, organized, and conducive to productivity.
Meeting and Event Coordination:
- Arrange and coordinate logistics for meetings, events, and conferences, including booking venues and preparing materials.
- Record and distribute meeting minutes.
Data and Record Management:
- Input, update, and maintain records in databases or management systems.
- Ensure data accuracy and confidentiality at all times.
Customer Service:
- Greet and assist visitors, clients, and employees courteously.
- Address inquiries or direct them to the appropriate department or person.
Compliance and Confidentiality:
- Maintain confidentiality of sensitive company and employee information.
- Ensure compliance with organizational policies and procedures.
**Qualifications**:
- A high school diploma or equivalent and an associate or bachelor’s degree in business administration or a related field is a plus.
- Proven experience as an office secretary, administrative assistant, or similar role (minimum of 2-3 years preferred).
Technical Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Proficient in Microsoft SharePoint and OneDrive for document management and collaboration.
- Knowledge of social media platforms and their management tools.
- Basic knowledge of website editing tools (e.g., WordPress, Wix, Squarespace, or HTML basics).
- Familiarity with video conferencing and webinar tools (Zoom, WebEx, etc.)
- Familiarity with office equipment, such as printers, copiers, and scanners.
- Knowledge of basic accounting or CRM software is an advantage.
Key Competencies:
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- High level of accuracy and attention to detail.
- Ability to work independently and collaboratively in a team.
- Professional demeanor and appearance.
Other Requirements:
- Flexibility to adapt to changing priorities.
- Ability to handle multiple tasks under tight deadlines.
Work Location: In person
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