Executive Assistant US (CPA Firm) - IGTWLF

We are seeking a proactive and highly organized Executive Assistant (EA) to provide shared support for our leadership team. The ideal candidate will have exceptional time management skills, attention to detail, and proficiency in Microsoft Office Suite (Excel, Word, Outlook). This role is critical for optimizing schedules, managing communication, and ensuring priorities are kept front and center.

Responsibilities:

• Calendar Management:
  • Schedule and reschedule meetings, ensuring alignment with priorities and avoiding conflicts.
  • Allocate time blocks for critical tasks and deadlines (e.g., corporate services timelines, communicating raises).
  • Evaluate meeting requirements to determine the leaders' presence or level of participation needed.
• Inbox Management:
  • Monitor and triage emails, prioritize messages, and respond to routine inquiries.
  • Draft and proofread email responses as needed.
  • Maintain organization within the inbox to ensure nothing is overlooked.
• Action Item and Priority Tracking:
  • Maintain a detailed list of follow-ups from meetings and track the completion of action items.
  • Summarize key priorities and ongoing initiatives, providing timely updates (e.g., flow EL deadlines, departmental updates).
  • Create and share a summary of balls in the air to help leaders stay informed of important tasks and deadlines.
• Quality Assurance and Proofreading:
  • Review documents, presentations, and emails for grammatical accuracy, clarity, and professionalism.
  • Ensure all outgoing communications meet quality standards.
• Meeting Support:
  • Join meetings as required to capture action items and next steps.
  • Attend the conclusion of meetings to gather key takeaways and responsibilities.
  • Provide summaries or brief insights on attended meetings to support leader understanding and decision-making.
• Time Management and Prioritization:
  • Act as the first line of defense for leaders' time, evaluating requests to determine urgency and importance.
  • Communicate with requestors to clarify deadlines and expectations.
  • Implement time-saving strategies and tools to enhance productivity.

Qualifications:

• Graduate of Business Administration, Office Management, Communication or any relevant degree
• At least 3 years of experience in a similar role
• Must be proficient in MS Word, Excel, and PowerPoint
• Proven experience in calendar and inbox management
• Exceptional time management and organizational abilities
• Excellent written and verbal communication skills with an emphasis on grammar and clarity
• Strong interpersonal skills and professionalism when liaising with stakeholders
• Ability to manage multiple priorities and deadlines simultaneously
• Strong organizational, critical thinking, and problem-solving skills
• Detail-oriented with a strong commitment to quality and accuracy.
• Proactive problem-solver who anticipates needs and offers solutions.
• Comfortable with remote work and using virtual collaboration tools.
• Must be willing to work in a hybrid arrangement and in a night shift schedule