The Executive Assistant/Office Manager at Violet InfoSystems plays a pivotal role in supporting the executive team, ensuring efficient and smooth day-to-day operations of the company. This role demands exceptional organizational skills, the ability to handle sensitive information with discretion, and a strong aptitude for managing complex schedules and administrative tasks.
Key Responsibilities:
Administrative Support:
- Manage and organize calendars, including scheduling appointments, meetings, and travel arrangements for executives.
- Handle correspondence, including drafting emails and letters, managing incoming mail, and ensuring timely responses.
Calendar Management of Director:
- Proactively manage the Director's calendar, balancing strategic priorities and urgent tasks, while ensuring optimal allocation of their time.
- Coordinate with other departments and external stakeholders to schedule meetings, events, and conferences, ensuring seamless integration into the Director's schedule.
- Anticipate and resolve scheduling conflicts, and provide reminders for upcoming commitments.
Communication Management:
- Act as the first point of contact for internal and external stakeholders on matters about the executive team.
- Coordinate and facilitate communication between departments and external parties, ensuring clarity and efficiency.
Meeting and Event Coordination:
- Organize and prepare for meetings, including setting agendas, preparing materials, and ensuring technology setup for virtual meetings.
- Take minutes during meetings and follow up on action items.
Project Management:
- Assist in managing projects, coordinating with different teams, and ensuring project deadlines are met.
- Provide support in project-related research and presentation preparation.
Document Management and Reporting:
- Prepare and edit documents such as reports, memos, and presentations.
- Maintain a filing system for sensitive and confidential company documents.
Financial Management:
- Assist with expense reporting and budget tracking for the executive team.
- Handle invoicing and liaise with the finance department for approvals and processing.
Qualifications and Skills:
- Proven experience as an executive assistant or similar administrative role.
- Excellent written and verbal communication skills.
- Strong organizational and time management skills, with a proven ability to prioritize and handle multiple tasks.
- Proficiency in Microsoft Office Suite and familiarity with other business tools and software.
- Discretion and confidentiality are imperative.
Education:
- Bachelor's degree in business administration, Communications, or related field preferred.
Additional Requirements:
- Ability to work under pressure and meet tight deadlines.
- Adaptability to changing business needs and environments
