Executive Assistant

(This recruitment will happen for one of the clients of Catallysts Constellations.)
-Reporting directly to the President, the Executive Assistant provides support in a one-on-one working affiliation, serving as the prime point of contact for internal and external areas on all matters concerning the Office of the President.
Roles and Responsibilities:
Executive Support
-Maintains President’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel plans.
-Conserves President's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
-Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
-Maintains customer confidence and protects operations by keeping information confidential.
-Completes projects by assigning work to clerical staff; following up on results.
-Prepares reports by collecting and analyzing information.
-Secures information by completing data base backups.
-Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
-Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
-Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
-Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
-Works closely and effectively with the President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
-Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
-Executive Assistant Skills and Qualifications:
-Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication
Communications, Partnerships, and Outreach
-Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general
-Edits and completes first drafts for written communications to external stake holders
-Strategic Initiatives
-Works with the Strategic Initiatives team in coordinating the President's outreach activities
-Follows up on contacts made by the President and supports the cultivation of ongoing relationships
Edits all, and creates acknowledgement letters from the President.
Qualifications
-Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
-Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners etc.
-Expert level written and verbal communication skills
-Demonstrated proactive approaches to problem-solving with strong decision-making capability
-Highly resourceful team-player, with the ability to also be extremely effective independently
-Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
-Forward looking thinker, who actively seeks opportunities and proposes solutions
Education and Experience Requirements
-Bachelor's degree required
-Work tenure: 2 years and above years of experience
-Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media