Celestile jobs - Executive Assistant

Job description

Executive assistants responsibility is to provide administrative support to Managing Director. Executive assistants may answer phones, file and manage paperwork, mail letters and purchase office supplies; however, their duties go far beyond these administrative tasks. They often coordinate meetings, prepare reports and other confidential materials, arrange travel, manage expenses and train other support staff. Executive assistants may be authorized to make business office decisions in the occurrence that executives are unavailable.

Roles & Responsibilities:

• Produces information by transcribing, formatting, inputting, editing, retrieving, Copying and transmitting text, data, and graphics.
• Conserves Managing Directors time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analysing information, initiating telecommunications.
• Maintain MDs appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Represent the Managing Director by attending meetings in the executive's absence, speaking for the executive.
• Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Complete projects by assigning work to clerical staff, following up on results.
• Prepare reports by collecting and analyzing information.
• Secure information by completing data base backups.
• Provide historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions.
• Maintain office supplies, inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, verifying receipt of supplies.
• Ensure operation of equipment by completing preventive maintenance requirements, following manufacturer's instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
• Maintains professional and technical knowledge by reviewing professional publications, establishing personal networks with architects, participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.

Executive Assistant Skills:

• Writing Skills & Reporting Skills
• Supply Management
• Calendar Management
• Microsoft Office Skills
• Organization
• Time Management
• Presentation Skills
• Equipment Maintenance
• Travel Logistics
• Communication Skills

Qualifications:

• MBA Graduate
• WILLING TO TRAVEL
• ONLY FEMALE CANDIDATES PREFERRED