Position Duties:
The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.
Appointments/Meetings
Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings
Provides administrative support.
Writes or drafts correspondence, reports, documents and/or other written materials.
Reviews incoming correspondence; initiates replies as appropriate; routes matters requiring action by staff or other organizations and follows up to ensure actions are completed.
Reviews outgoing correspondence, edits for procedural and grammatical accuracy, conformance to general policy and factual correctness; advises writer of problems needing attention.
Edits written material for accuracy, format, and arrangement of material.
Records and/or transcribes minutes of meetings, hearings, dictation, dialogue, etc., and produces document in draft or final format.
Prepare and/or process documents; review for accuracy and completeness; update information and/or evaluate against policy; compare elements for consistency or logical relationships, etc.
Receives calls and/or greets visitors, takes and relays messages, responds to requests for information; provides information or directs caller/visitor to appropriate individual.
Provides assistance and/or on-the-job training.
Maintains and/or creates files or record keeping systems. Sorts, labels, files and retrieves documents, or other materials.
Other tasks as assigned.
Qualifications:
5+ years of work experience with at least 2 years experience supporting at the executive level
Outstanding communication skills: both verbal and written.
Excellent calendar management skills, including the coordination of complex executive meetings
Experience assisting management with the creation of PowerPoint presentations
Strong knowledge of MS Office, including Word, Excel, PowerPoint , Access and Outlook
Experience scheduling domestic and international travel arrangements for management
Language: Excellent English & Chinese (Japanese language skills is also a plus)
STRONGLY PREFER:
Support experience in a professional services, sales or marketing environment
Experience successfully creating and/or modifying processes |