Executive Assistant to the CEO

Illustrative Duties and Responsibilities

  • Provide administrative support for CEO
  • Coordinates meetings and training preparing logistics, relative documentation and finalize with digitalization and archiving all related training documentation and attendance list.
  • Handle sensitive/confidential information requiring a high level of discretion.
  • Develop a good working relationship with all levels of staff in all departments of the firms.
  • Prepare requisitions for the Executive office purchases with appropriate authorization and arrange for payment.
  • Make time and expense entries accurately in a timely manner and monitoring reports of Time Off days.

Communication

  • Handle business correspondence and incoming calls proficiently and follow through with issues raised with appropriate parties.
  • Communication summaries and place calls on behalf of CEO.
  • Arrange essential mail both paper and electronic to help expedite CEO actions and avoid missing deadlines.

Document Creation

  • Prepare professional business communication documents including memos, letters, invoices and emails.
  • Adhere to firm directed formats including fonts and logos for all internal and external communication documents.

Organizing and Planning

  • Arrange and reserve conference rooms, catering, audio visual and telephony equipment for meetings, training or other events as requested.
  • Arrange flight tickets and accommodation reservations under guidance from the client and in cooperation with Executive office in accordance with firm policy.
  • Prepare official agenda for meetings.
  • Compile materials for training and meetings.

 Filling and Document Management

  • Develop and maintain effective filing system and archive of classified and confidential files.
  • Maintain contact details for client (business contacts, etc.).
  • Process records for destruction or disposition of documents with supervision on accordance with the firm’s policy and local legal requirements.
  • Maintain and update electronic files in SharePoint sites as requested.

Qualifications

  • College Degree preferred, high school diploma required at minimum.
  • Previous work experience as an administrative assistant supporting executives is preferred
  • Professional demeanor
  • Organized, detail-oriented, competent follow through skills
  • Excellent computer skills – MS Word, Excel, PowerPoint, Outlook
  • Excellent communication skills – spelling, grammar and proofreading
  • Exceptional interpersonal skills – positive/friendly demeanor, attentive listener
  • Superior organization skills – ability to come up with processes and follow up
  • Ability to anticipate problems and act accordingly
  • Ability to prioritize and multi-task – great time management
  • Ability to take initiative – assertive and confident.
  • Must have flexibility to work overtime as required
  • Fluent Italian and English

Deadline January 15th , 2020

Only suitable candidates will be contacted

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