Executive Assistant

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to provide administrative support to client. This full-time position requires exceptional communication skills, the ability to manage multiple tasks efficiently, and the ability to handle confidential information with discretion. The ideal candidate will be experienced in calendar management, email coordination, document handling, and onboarding new employees, while utilizing various tools to streamline operations.

Key Responsibilities:

1. Calendar and Schedule Management:

   • Organize and maintain the client’s calendar, ensuring proper time management.

   • Schedule meetings, training sessions, and events with internal and external stakeholders.

   • Manage calendar invites, including sending, rescheduling, and following up via Google Calendar or Microsoft Teams.

2. Communication Coordination:

   • Draft and respond to emails behalf, ensuring clear and professional communication.

   • Coordinate and manage correspondence with team members, new hires, and other stakeholders.

   • Provide timely updates on schedules, priorities, and any changes to key individuals.

3. Document and File Management:

   • Prepare and revise important onboarding documents, including First Week Planners, Training Calendars, and Welcome Guides.

   • Handle confidential and sensitive files, such as bonus spreadsheets and team member records.

   • Format and share documents using PDF tools and ensure proper documentation storage.

4. Onboarding and Training Coordination:

   • Assist with virtual onboarding processes for new hires, ensuring a smooth integration.

   • Prepare and manage training schedules, forms, and guides tailored for both virtual and offshore teams.

   • Track and ensure completion of onboarding tasks, such as form submissions and document processing.

5. Support for Operational Processes:

   • Monitor and manage updates to tasks and workflows.

   • Clarify task requirements or file formats to ensure efficient execution.

Collaborate with team members to ensure project deadlines and objectives are met in a timely manner.