Company: Base Camp Data Solutions
Job Type Full-time
We seek a highly organized, proactive, and detail-oriented Executive Assistant to provide exceptional administrative support to our C-level executives. The successful candidate will have a proven track record of managing complex schedules, coordinating meetings and events, and carefully handling sensitive information. As an integral team member, the Executive Assistant will liaise between the executives and internal/external stakeholders, ensuring effective communication and smooth operations.
Calendar Management & Scheduling
- Manage and maintain the executives’ complex and dynamic calendars, ensuring that all appointments, meetings, and deadlines are accurately scheduled and conflicts are resolved promptly.
- Coordinate and schedule internal and external meetings, including reserving meeting rooms, preparing agendas, and ensuring all necessary materials and resources are available.
- Arrange travel itineraries and accommodations, including flights, hotels, transportation, and other logistics, as needed.
Communication & Correspondence
- Act as a liaison between the executives and internal/external stakeholders, ensuring clear and effective communication.
- Manage incoming and outgoing correspondence, including emails, letters, phone calls, and messages, prioritizing and directing as needed.
- Draft and edit written materials on behalf of the executives, such as letters, reports, presentations, and meeting agendas.
Meeting Preparation & Follow-Up
- Prepare meeting materials, including presentations, agendas, and supporting documents, ensuring that all materials are accurate and up-to-date.
- Attend meetings and take comprehensive notes, capturing action items, decisions, and key discussion points.
- Coordinate and track the completion of action items, following up with relevant stakeholders as needed to ensure timely completion.
Confidentiality & Discretion
- Handle sensitive and confidential information with the utmost discretion, ensuring that all documents, correspondence, and communications are appropriately managed and secured.
- Maintain high professionalism and confidentiality when interacting with executives, employees, clients, and other stakeholders.
- Assist with preparing and submitting expense reports, invoices, and other financial documents as needed.
- Manage and maintain the executives’ contacts and filing systems, ensuring that all information is accurate, up-to-date, and easily accessible.
- Provide general administrative support, such as photocopying, faxing, and organizing documents.
- Bachelor’s degree in Business Administration, Communications, or a related field.
- Minimum 5 years of experience in an executive support role, preferably supporting C-level executives.
- Excellent written and verbal communication skills, with a proven ability to communicate effectively with executives, employees, clients, and other stakeholders.
- Strong organizational and multitasking skills, with the ability to prioritize tasks and manage time effectively.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and other office management tools and software.
- Experience with travel arrangements and expense report management.
- High level of professionalism, discretion, and confidentiality.
- Ability to work independently, take the initiative, and anticipate the needs of the executives.
- Strong problem-solving skills and the ability to adapt to changing priorities and demands.
To apply, please submit your resume, cover letter, and two professional references who can speak to your experience in an executive support role.