Executive Assistant

Job Description

• Support the Partners and Directors on expense management, calendaring, answering phone calls etc.
• Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure
• Manage office supplies inventory and place orders as necessary
• Office administration (e.g. report on printer issue, monitor office locker, seating arrangement, support team members when they are on duty at the office etc.)
• Provide general support to visitors, new hires onboarding
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports
• Plan in-house or off-site activities
• Arrange business trips' transportation and accommodations for all leaders and staff
• Generate periodic reports for leaders and managers (e.g. weekly financial reports)
• Answer phone calls when staff is away (forwarded calls)
• Support the team on internal events
• Monitor incoming and outgoing correspondences, include distributing correspondences to the team
• Monitor staff timesheets and remind for submission
• Other tasks that the leaders deem fit
  

Qualifications

usually at least 3 years experience providing support at a high level

proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite

knowledge of standard office administrative practices and procedures