XTN-1E31291 | EXECUTIVE ASSISTANT

To support the Government and Defense Group. The role's responsibilities, including calendar management, travel arrangements, expense reports, and meeting minutes. The position would be based in the US East Coast, and would report to Ramona but work closely with the Sector President and COO.

• Health Insurance/HMO 
  
• Enjoy unlimited MadMax Coffee
  
• Diverse learning & growth opportunities
  
• Accessible Cloud HR platform (Sprout)
  
• Above standard leaves 

1. Executive & C-Level Support

• Provide comprehensive administrative support to executives and C-Level leaders.
• Act as the primary point of contact for internal and external stakeholders on behalf of executives.
• Maintain a high level of confidentiality when handling sensitive information.
• Anticipate executive needs and proactively manage priorities.

2. Data Entry & Reporting

• Complete and reconcile expense reports, including uploading receipts and submitting required forms.
• Input data related to organizational activities, ensuring accuracy and timeliness.
• Attend meetings with executives to capture detailed notes, action items, and follow-ups.

3. Scheduling & Calendar Management

• Manage executive calendars, schedule appointments, and coordinate meetings, conferences, interviews, and events.
• Arrange reservations for restaurants, catering, and on-site meal delivery.
• Resolve scheduling conflicts and ensure optimal use of executives’ time.

4. Travel Coordination

• Arrange, update, and manage complex travel requirements including flights, hotels, ride shares, car rentals, and itineraries.
• Anticipate changes and adjust travel plans as needed.

5. Document & Information Management

• Organize, maintain, and file documents in proper locations, including online document management systems (e.g., SharePoint).
• Prepare presentations, reports, and briefing documents for executive meetings.

6. Research & Information Gathering

• Conduct online and database research to support executive initiatives and decision-making.
• Summarize findings and provide recommendations where applicable.

7. Communication & Correspondence

• Draft, review, and send emails on behalf of executives.
• Act as a liaison between executives, employees, and external partners.
• Ensure timely communication flow and follow-up.

8. Office & Administrative Support

• Order and track office supplies for both remote staff and office-based teams.

Support general office administration and assist with special projects as assigned.

• 4-5 years as Executive Assistant/Admin Assistant
• Flexible: Able to work night shifts and process urgent requests
• Strong multitasking skills
• Effective time management
• Skilled in handling heavy workloads
• Precise, concise, and capable of managing multiple roles simultaneously

• College degree is not a strict requirement, candidates should have relevant experience, particularly with US-based companies or government entities, and a strong grasp of US business culture.
• Candidates with 4-5 years of experience who are comfortable working overnight, possess strong business acumen, and can adapt quickly to changing priorities.
• There is a need for concise and professional communication skills, as well as proficiency in tools like Microsoft Office and Zoom, with a focus on managing time effectively and providing regular updates. Experience working with a US-based company.