Executive Support Specialist
1 month ago
HR Genie is seeking a highly skilled and experienced Executive Assistant to provide top-notch support to our COO.
Key Responsibilities:- Manage calendars, emails, and diary management for the COO
- Organize meetings, events, and luncheons, including reserving conference rooms and arranging for catering
- Prepare written reports and communication to internal and external business partners
- Handle routine requests and administrative matters for Executives and Departments
- Schedule audio and/or visual conferences using WebEx, MS Teams, Zoom, or other software
- Maintain the electronic filing system according to company document control standards and procedures
- Build and maintain strong business relationships with clients on behalf of the leadership team
- Travel Arrangements: Obtain flight options, book flights, hotel, registrations, car rental, shuttle service, car service, and prepare travel files
- Arrange and coordinate visa applications, foreign exchange, and prepares all necessary documentation for travel
- Conduct research in preparation for leadership team members engagements and meetings
- Manage information flow in a timely and accurate manner
- Assist with the planning of company events, meetings, and employee team building activities or special projects
- Management of the office facilities and office support team
- A related tertiary qualification (diploma/degree) is preferred
- 3-5 years proven Executive support experience gained on C-suite exec level
- Experience gained within the financial services / management consulting / legal / corporate environment is highly advantageous
- Excellent MS Office skills in particular with MS Powerpoint, highly proficient in MS Outlook (including MS Teams), Word, Excel, and PowerPoint
- Experience working on Mac would be advantageous
- Proven commitment to the highest level of customer/client service and confidentiality
- Good first-line managerial skills
- Flexible and able to deal with change
- Able to prioritize and manage multiple projects
- Knowledge of all aspects of hosting an audio and/or visual meeting, including facilitation of meeting as the host, recording of session, operator assistance, etc.
- Driver's license and own transport is essential
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