Summary:
Reporting directly to the CEO, the Executive Administrative Assistant plays a crucial role in supporting the CEO and executive team by managing day-to-day administrative tasks and ensuring smooth operations within the office. The ideal candidate will possess strong organizational skills, impeccable attention to detail, and the ability to handle confidential information with discretion.
Supervisory Responsibility:
This position does not have any supervisory responsibilities.
Essential Job Functions:
Executive Support (40%)
- Manage the CEO's calendar, scheduling appointments and meetings while ensuring efficient use of time.
- Coordinate travel arrangements including flights, accommodations, and itineraries.
- Prepare agendas and materials for meetings, take minutes, and distribute follow-up notes as necessary.
- Act as the first point of contact for internal and external stakeholders, screening calls and inquiries.
- Assist in the preparation of presentations, reports, and proposals for strategic initiatives.
- Stay informed about industry trends and competitor activities to provide valuable insights to the CEO.
Communication & Coordination (20%)
- Draft and edit correspondence, presentations, and reports on behalf of the CEO.
- Facilitate communication between the CEO and internal departments, ensuring timely dissemination of information.
- Monitor and respond to emails and other forms of communication on behalf of the CEO, exercising sound judgment in prioritizing messages.
Administrative Support (20%)
- Oversee office operations and ensure supplies are adequately stocked.
- Process expense reports and invoices, maintaining accurate records.
- Coordinate special projects and events as assigned by the CEO.
- Handle sensitive and confidential information with integrity and professionalism.
Liaison & Relationship Management (20%)
- Build and maintain positive relationships with key stakeholders including board members, clients, and vendors.
- Serve as a liaison between the CEO and senior management team, facilitating effective communication and collaboration.
- Represent the CEO in meetings and events when required, embodying professionalism and discretion.
Competencies:
- Office Operations Management – effectively managing office resources, coordinating administrative tasks, and ensuring smooth operations.
- Organization and Time Management – efficiently organizing tasks, managing time, and prioritizing responsibilities.
- Communication – excellent communication skills to interact with employees and stakeholders and convey information effectively.
- Attention to Detail – paying close attention to detail to ensure accuracy and thoroughness in administrative tasks.
- Problem Solving – identifying and resolving office-related issues and implementing solutions.
- Collaboration – collaborating with various stakeholders to achieve office goals and address challenges.
Equipment:
Laptop, monitors, keyboard, mouse, desk phone.
Safety:
Follow JT Logistics safety policies and procedures.
Special Conditions of Employment:
Employment is contingent on successfully passing pre-employment background check.
Qualifications:
Bachelor's degree in business administration, management, or a related field. Relevant experience may be accepted in lieu of a degree.
Proven experience as an executive assistant or similar role supporting C-level executives.
Strong organizational and multitasking skills to handle multiple responsibilities and prioritize tasks in a fast-paced environment.
Excellent communication and interpersonal skills to interact with employees at all levels and external stakeholders.
Proficiency in using office productivity software, such as Microsoft Office Suite (Word, Excel, PowerPoint), and familiarity with office management systems.
Strong organizational and time-management skills with the ability to prioritize tasks.
- Ability to work independently and as part of a team in a fast-paced environment.
- Discretion and confidentiality in handling sensitive information.
Disclaimer:
This document is intended to describe the general nature and level of work performed by employees assigned to this job. It is not an exhaustive list of all duties and responsibilities of the job holder. Management reserves the exclusive right to alter this job description at any time without notice.
Employment at JT Logistics is “at will” or voluntary on both the part of the Company and the job holder. Employment is not for a set period of time and may be discontinued by either party for any lawful reason, with or without notice. This job description is not an employment contract.