EXECUTIVE ASSISTANT – Pepper Advantage Hub

JOB DESCRIPTION & SKILLS/QUALIFICATIONS REQUIRED
The Executive Assistant role is responsible for providing direct administrative support to the client. This position provides confidential, executive-level administrative support to the client and handles a broad scope of confidential information.

This position also requires customary and regular exercise of independent judgment in the day-to-day performance of job duties.

Responsibilities

The Executive Assistant’s responsibilities include but are not limited to:

Arrange travel including flights, hotels and rental cars
Schedule/coordinate meetings and conference calls
Prepare correspondence
Receive, screen and prioritise client’s scheduled meetings
Provide administrative support to the client
Management of complex calendar and scheduling requirements for both business & personal
Tracking and helping drive completion of key deliverables and follow up on outstanding items
Schedule cost effective air/hotel/ground transportation for both business and personal
Create detailed travel itineraries (including smooth transitions between time zones) for both business & personal
Complete and file expense reports; utilising both domestic and international currencies
Drive team activities (including staff meeting agendas and notes, org-wide meetings, social outings, supply ordering and other key logistics)
Identify and coordinate most productive and cost-effective method for meetings including in person, on-site, off-site, audio conferences (international, stateside and local) and video conferences
Maintains close collaboration with key clients and other managers/staff
Ability to work independently with minimal direction
Project/program management: support annual operational planning process, business planning, performance review cycles
Compose correspondence on behalf of client
Maintain and submit client’s travel expense records
Attend meetings and conferences as directed
Maintain records in electronic and paper filing systems
Ensure client is aware and available for family events
Other duties, tasks and responsibilities as assigned

Qualifications and Skills

The Executive Assistant position requires the following skills:

3+ years of experience in an administrative position
Experienced administrative professional who is dependable and highly organised with business maturity, discretion, enthusiasm and a positive attitude
Proficient in Microsoft Office (Word, Excel, PowerPoint etc) and Internet
Self-starter, efficient, detail-oriented (this is critical), resourceful, multi-tasker
Strong organisational and prioritisation skills
Excellent communication skills and fluent in English, both written and verbal
Ability to take direction from multiple sources