Executive Assistant

Purpose of the job:

The successful candidate will provide efficient, confidential and high quality administrative and organizational support, primarily to the Executive Directors based in the United States and Bermuda. The position is a key role in enabling others to drive results by supporting their administrative needs.

Main Responsibilities:

• Coordinating travel arrangements, including making reservations and calendar management.
• Coordinate appointments, meetings and conferences, and provide a full range of organizational and administrative support, primarily to members of the executive committee, including booking meeting rooms, creating schedules and timetables.
• Organizing management meetings, including the preparation of information packs, agendas, minute taking and all related duties
• Produce confidential reports and undertake projects, such as research and preparation of presentation materials.
• Financials, to include:
  • Invoice coding, seeking approval, filing, updating invoice log, monitoring expense/budget and answering queries from the accounts team
  • Collating employee expenses for approval and filing
  • Monthly credit card reconciliations
  • Petty cash control and reconciliation
• Establish and maintain personal and professional files
• Assist in drafting materials as directed by management
• Produce, amend and file documentation and correspondence.
• Input time on time recording system.
• Process expense reports.
• Sending, drafting, retrieving and profiling e-mail.
• Serve as Gatekeeper for executive staff.
• Arrange payment of invoices.
• Work as part of the administrative team to provide assistance and support across the business where capacity allows, particularly for holiday and sickness cover.
• Carry out any other activities reasonably required from time to time.

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