Executive Assistant

A client in the financial services domain is looking for a EA to Chairman.

Travel and Logistics Management

Comprehensive Travel Planning :

Proactively manage and coordinate complex international and domestic travel itineraries, including flights, ground transportation, and accommodations (hotels, private residences).

Visa and Documentation :

Manage all necessary travel documentation, including visa applications, passport renewals, and foreign currency requirements.

Detailed Itineraries :

Create and disseminate detailed, accurate, and time-sensitive travel packages, including meeting schedules, contact information, and necessary supporting documents.

Office Coordination and Schedule Management

Calendar Management :

Proactively manage and maintain the Chairman's dynamic and complex calendar, prioritizing meetings, appointments, and commitments based on business importance.

Meeting Coordination :

Schedule, coordinate, and prepare all necessary materials (agendas, presentations, reports) for internal and external meetings, including Board meetings, executive committee meetings, and strategic partner sessions.

Communications Screening :

Filter, prioritize, and manage all incoming communications (emails, phone calls, correspondence), escalating critical matters and responding on behalf of the Chairman when appropriate.

Visitor Management :

Coordinate and manage all visitors to the Chairman's office, ensuring a professional and discreet experience.

Administrative and Project Functions

Confidential Document Handling :

Handle highly confidential and sensitive information, documents, and correspondence with the utmost discretion and integrity.

Report and Presentation Support :

Assist in the preparation, formatting, and finalization of high-level presentations, reports, and official company communications, often requiring proficiency in advanced software features (e.g., PowerPoint, Excel).

Office Administration :

Ensure the Chairman's office is consistently well-maintained, stocked, and running efficiently. This includes managing office supplies, equipment, and technology needs.