Executive Coordinator

Role Overview

The Management Assistant plays a crucial role in supporting upper-level management and executives in various administrative and organizational tasks. This position requires a high level of professionalism, discretion, and attention to detail. The Management Assistant serves as a key liaison between management, employees, clients, and external stakeholders, facilitating communication and ensuring efficient operations within the organization.

Key Responsibilities

Administrative Support:

1. Provide comprehensive administrative support to executives and upper-level management, including managing calendars, scheduling meetings, and coordinating travel arrangements.
2. Prepare and edit correspondence, reports, presentations, and other documents as requested.
3. Maintain accurate records, files, and databases, ensuring confidentiality and integrity of sensitive information.
4. Handle incoming calls, emails, and correspondence, prioritizing and responding to inquiries in a timely and professional manner.

Communication and Liaison:

1. Serve as a primary point of contact for internal and external stakeholders, including employees, clients, vendors, and business partners.
2. Facilitate communication between management and various departments, ensuring clear and effective dissemination of information.
3. Coordinate meetings, conferences, and events, including logistics, agenda preparation, and follow-up actions.
4. Act as a liaison between management and other departments, relaying directives, priorities, and updates as necessary.

Project Coordination:

1. Assist in the coordination and execution of special projects, initiatives, and strategic initiatives as directed by management.
2. Track project progress, milestones, and deadlines, providing regular updates and reports to management.
3. Collaborate with cross-functional teams to ensure alignment and synergy in project execution and delivery.

Office Management:

1. Oversee office operations and ensure a clean, organized, and productive work environment.
2. Order and maintain office supplies, equipment, and inventory as needed.
3. Coordinate office maintenance and repairs, liaising with building management and vendors as necessary.
4. Assist in onboarding new employees, including preparing workspace, equipment, and necessary documentation.

Executive Support:

1. Anticipate the needs of executives and proactively provide support to enhance their efficiency and productivity.
2. Prepare meeting agendas, briefing materials, and presentations for executive meetings and engagements.
3. Conduct research, gather data, and compile reports to support decision-making and strategic planning processes.

Skills and Qualifications

1. Bachelor’s degree in business administration, management, or a related field (preferred).
2. Proven experience in an administrative or executive support role.
3. Exceptional organizational skills with the ability to multitask and prioritize tasks effectively.
4. Strong communication skills, both verbal and written, with a high level of professionalism.
5. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
6. Ability to maintain confidentiality and exercise discretion in handling sensitive information.
7. Detail-oriented mindset with a focus on accuracy and precision in all tasks.
8. Adaptability and flexibility to thrive in a dynamic and fast-paced environment.
9. Strong interpersonal skills with the ability to interact effectively with individuals at all levels of the organization.

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