Personal Assistant / Office Coordinator

About the job Personal Assistant / Office Coordinator

KEY RESPONSIBILITIES OF JOB-

• Manage professional and personal scheduling for the CEO and Deputy CEO, including agendas, mail, email, calls, travel arrangements, etc.
• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to the Executive team.
• Manage, coordinate, and arrange Executives' travel and travel-related activities, including hotel booking, transportation, and meal coordination.
• Coordinate Executive functions, coordinate hospitality needs, and host company guests as needed.
• Ensure Executive hospitality needs are met during all company functions.
• For external events create itineraries, arrange transportation and all Executive and VIP guest travel needs.
• Maintain professionalism and strict confidentiality with all materials, and always exercise extreme discretion.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, and special projects in support of the Executive team and organizational goals as needed.
• Draft and prepare correspondence for internal and external announcements.
• Manage communication between upper management and employees, liaising with internal and external Executives on various projects and tasks.
• Plan and orchestrate work to ensure the senior Executives priorities are met, organizational goals are achieved, and best practices are upheld.
• Conserve the Executives time by reading, researching, collecting, and analyzing information as needed, in advance.
• Perform administrative and office support.
• Complete personal errands for the Executive team as needed.
• Manage Benefits, Expense and Tax reports for the Executive team on a consistent basis.
• Manage schedules for conference and community spaces, assisting department leads with set up and break down of meetings in conference rooms.
• Assist in coordinating employee events such as company holiday party, employee appreciation, etc.
• Monitor and order supplies for Executive Lounge, as well as keeping the Lounge clean and fully stocked; sometimes needed to go on company shopping trips.
• Assist Day Porter with the regular maintenance and restocking of breakrooms; manage food supply in office common spaces (fruit, bread station, etc.) as needed.
• Distribute mail to appropriate individuals within the office.
• Assist with department projects as needed