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Executive Assistant to Director
2 months ago
We are seeking an experienced and highly organized Executive Assistant to provide administrative support to our Director. The ideal candidate will be a proactive and personable individual with a strong ability to work independently and as part of a team.
Key Responsibilities:- Proactively manage the Director's inbox and diary, ensuring timely responses to emails and appointments.
- Prepare a weekly to-do list with relevant backup on Box/Dropbox, ensuring the Director has all necessary information.
- Track tasks to ensure completion within a timely manner, providing regular updates to the Director.
- Schedule appointments and facilitate meetings, ensuring the Director has all relevant resources.
- Take minutes at relevant meetings and ensure all actions are being followed up.
- Manage project budgets and process contractor/supplier payments.
- Liaise with German/French colleagues, ensuring effective communication and collaboration.
- Event management – assisting with hotel events and staff parties/team gatherings.
- Effectively manage various paper and electronic files, databases, guest lists, spreadsheets, memberships, and subscriptions.
- Create and edit presentations, ensuring high-quality visual aids.
- Coordinate and manage travel itineraries, hotel, and conference/event bookings.
- Deal with private and confidential information in a discrete and confidential manner.
Requirements:
- Proven experience as an Executive Assistant or in a similar role.
- Strong organizational and time management skills.
- Excellent communication and interpersonal skills.
- Ability to work independently and as part of a team.
- Discretion and confidentiality when handling sensitive information.
Working Hours: 9-6pm
Start Date: ASAP
