Executive Assistant

Location : Juana Diaz

Job Type : Direct

Hours : Full Time

Required Years of Experience : Five (5) years of experience as Executive / Administrative Assistant

Required Education : Bachelor�s Degree required. Business Administration, Office Administration, or related fields highly preferred.

Travel : No

Relocation : No

Job Industry : Medical Equipment

Job Description :

The Executive Assistant will provide personalized administrative and logistics support to several including directors, vice-president and senior director(s), among others handling a variety of critical and confidential tasks related to their work life and communications. The role requires a keen eye for detail, excellent organizational skills, and the ability to manage projects effectively in a timely manner.

Key Job Responsibilities

• Serve as a seamless conduit between executives, leadership teams, and senior management, ensuring the utmost integrity and discretion in handling confidential information while maintaining a professional demeanor across various communication channels.

• Cultivate and sustain robust relationships with individuals and stakeholders, at all organizational levels, both internal and external, fostering a collaborative environment.
• Efficiently coordinate, manage, and proactively anticipate the complex calendars and schedules of executives, liaising with teams, cross-functional stakeholders, and external partners.
• Craft and customize routine and ad-hoc correspondence, memorandums, presentations, and reports to meet the specific needs and preferences of executives.
• Record and manage department meeting minutes, ensuring timely follow-up on action items identified by supported executives.
• Safeguard customer confidence and uphold operational integrity by maintaining strict confidentiality in handling sensitive information.
• Oversee executives' schedules, including meeting, conference, and teleconference arrangements, as well as coordinating national and international travel logistics.
• Act as the primary point of contact between executives and internal/external clients, ensuring effective communication and resolution of inquiries.
• Drive operational efficiency by scheduling and assigning administrative projects and expediting work results to meet organizational objectives.
• Contribute collaboratively to team efforts by achieving related results and supporting colleagues as needed.
• Coordinate external visits for executives, managing logistics and ensuring smooth and professional experience for guests.
• Analyze and revise systems and procedures, considering operational practices, recordkeeping, form controls, office layout, and budgetary requirements, implementing changes for continuous improvement.
• Resolve administrative challenges by coordinating report preparation, analyzing data, and identifying effective solutions.
• Undertake reception duties, including receiving calls, taking messages, and efficiently routing correspondence.
• Manage the end-to-end process of executive expense reports, ensuring accuracy and timely completion.
• Produce comprehensive reports, presentations, and briefs to support executives in decision-making processes

• Other duties as assigned.

Required Qualifications :

Minimum Requirements

• Exceptional verbal and written communication skills, demonstrating clarity and effectiveness in conveying ideas.
• Outstanding organizational and project management abilities, ensuring efficient task execution and goal attainment.
• Effective and adaptable communication style, maintaining composure and flexibility in diverse situations.
• Proven capability to establish meaningful relationships across all organizational levels.
• Adherence to discretion and confidentiality in handling sensitive information.
• Proficient in utilizing MS Office tools and overall technology (software & applications) for enhanced productivity.
• Fully bilingual (English/Spanish) with exemplary oral and written proficiency in both languages.
• Exemplary reporting, presentation, planning, and time management skills.
• Stay current with advancements in office gadgets and applications to optimize work processes.
• Exceptional multitasking and prioritization skills to manage daily workload effectively.
• Expertise in handling travel logistics for seamless arrangements.
• Excellent interpersonal skills, coupled with high motivation, self-initiative, and a strong sense of responsibility.
• Team-oriented and service-driven, emphasizing the importance of collaborative relationships with colleagues.
• Above average typing speed, showcasing efficiency in data entry and document creation.

Experience:

• Five (5) years of experience as Executive / Administrative Assistant in either global setting, regulated industry supporting senior management / LT members (general manager and/or director levels) required.
• Proven track record of successful administrative support, showcasing a depth of experience and competence in managing tasks related to high-level executives.
• Mastery of administrative processes and responsibilities, with a focus on delivering exceptional support to senior management.

Education:

• Bachelor’s Degree required. Business Administration, Office Administration, or related fields highly preferred.