Executive Support Officer jobs

Looking for an Executive Assistant to support our executive team. Competitive salary, bonus and benefits package. Looking for an EA that can handle sensitive business communications, data and other information with professionalism, confidentiality, and discretion, and that is comfortable interacting with other EAs and executives. Looking for someone enthusiastic with a positive outlook and "can-do" attitude.

Responsibilities

• Handle sensitive business communications, data and other information with professionalism, confidentiality, and discretion, both internally with employees and externally with clients and candidates.
• Schedule appointments and meetings and closely maintain calendars for executive team members.
• Answer phone calls, emails and take messages.
• Take accurate and comprehensive notes at meetings.
• Run errands as requested.
• Plan travel, including flights, accommodations, and ground transportation for the CEO (business and personal travel) and executive team members.
• Coordinate events, including writing and speaking engagements.
• Draft correspondence such as emails and letters.
• Maintain strong communication and collaboration with travel vendors regarding travel arrangements and ensure prompt and accurate completion of travel and expense reporting. Event planning including coordination and management of events logistics including hotel, food, and transportation.
• Utilize strong understanding of company operations, policies, and department functions to perform assigned duties, and work proactively and independently with minimal direction.
• Create and maintain weekly updates to management to ensure performance and priorities are aligned.
• Other project work, as assigned.

Required Qualifications:

• NCEA Level 2
• 2 years of experience to include direct support of executive leader or leadership staff
• 2 years of experience with various software programs including MS PowerPoint, Excel, Outlook and Word.
• 2 years of experience coordinating domestic travel
• 2 years of experience coordinating/managing events including multiple 3rd party vendors, transportation logistics and other event planning requirements.

Preferred Qualifications:

• University degree preferred
• Handle multiple tasks simultaneously and autonomously
• Work efficiently and effectively in a fast paced environment
• Demonstrate executive presence, maturity and sound judgment, along with the ability to maintain a high degree of confidentiality
• Strong problem solving skills including ability to proactively anticipate requirements and identify/mitigate potential issues before they occur
• Detail orientated with expertise establishing/maintaining organized administrative processes and systems
• Ability to effectively and comfortably communicate with internal and external customers from diverse cultural backgrounds
• Enthusiastic with a positive outlook and "can-do" attitude
• Willing to work extended hours as needed
• Strong written/oral communications skills, including proficiency with timely consolidation and distribution of reports and meeting agendas, minutes, action items, etc. Writing samples will be required prior to interview.