An Executive Assistant (EA) to the President/CEO and VP provides high-level administrative support to executives, ensuring their day- to-day operations run smoothly. Their responsibilities go beyond typical administrative tasks and often involve handling sensitive information, coordinating executive activities, and managing high-level
communication.
Key Responsibilities Include But Are Not Limited To
Administrative Support
- Managing executive calendars, scheduling meetings, appointments, and events.
- Handling emails, phone calls, and correspondence on behalf of the executive.
- Organizing travel arrangements, including flights, accommodations, and itineraries.
- Preparing and editing reports, presentations, and other documents.
Meeting and Event Coordination
- Organizing and coordinating meetings, including preparing agendas, minutes, and follow-up actions.
- Ensuring executives are well-prepared for meetings and events by providing relevant materials and background information.
- Booking and setting up venues, managing logistics for conferences, board meetings, or other high-profile events.
Project Management
- Assisting executives with managing key projects, tracking progress, deadlines, and deliverables.
- Liaising with internal teams or external stakeholders to ensure project milestones are met.
Communication Management
- Acting as a liaison between the executive and internal/external parties, including staff, clients, and vendors.
- Screening and prioritizing incoming communication to ensure urgent matters are addressed.
- Drafting and reviewing emails, memos, reports, and other correspondence for the executive.
Team and Staff Support
- Coordinating with department heads or staff members to ensure smooth workflow and communication across departments.
- Assisting in hiring or onboarding staff within the executive's team.
- Occasionally supervising junior staff or administrative personnel.
Decision Support
- Conducting research, preparing data, and providing executives with the necessary information to make informed decisions.
- Analyzing and presenting data or reports as requested by executives.
Confidential Information Handling
- Managing sensitive and confidential information with discretion.
- Ensuring privacy and security in handling corporate and personal matters for the executive.
Budget and Expense Management
- Managing the executive's expenses, including processing expense reports and reconciling corporate credit cards with the Accounting team.
- Assisting with budgeting and financial planning for department or project-related expenses.
Office and Resource Management
- Managing executive office supplies, equipment, and other resources.
- Ensuring the smooth operation of the executive's office environment.
- Occasionally handling personal tasks for executives, such as managing personal appointments, errands, or private schedules.
Task Prioritization and Time Management
- Anticipating the executive's needs and prioritizing tasks to meet deadlines.
- Ensuring the executive's time is used efficiently, freeing them from minor tasks to focus on high-level responsibilities.
Minimum Qualifications
Executive Assistant to the CEO/President and Vice President of the Kimstore Group of Companies
Skills Required
- Strong organizational and time management skills.
- Excellent written and verbal communication.
- Proficiency in office software (e.g., Microsoft Office, Google Workspace).
- Problem-solving abilities and resourcefulness.
- Discretion and confidentiality.
- Adaptability in a fast-paced and often changing environment.
- Punctuality and Schedule Flexibility
- Strong interpersonal skills and the ability to work well with a diverse range of individuals.
- An Executive Assistant's role is critical in ensuring the executive's workflow is seamless, which in turn allows them to focus on strategic decision-making and leadership tasks.
