Executive Assistant role in a rapidly growing E - Commerce Scale Up ensuring organized office operations. Managing schedules, communications, and office management to assist leadership.
About the role
- Executive Assistant role supporting the Gateway Hudson Tunnel Project at Arcadis. Responsible for administrative assistance, managing calendars, and aiding executives' operations.
Responsibilities
- Efficiently manage the executives' calendars, appointments, and travel arrangements, ensuring optimal use of their time and resources.
- Prepare and organize documents, presentations, and reports for meetings, conferences, and other executive engagements.
- Act as a liaison between the executives and internal/external stakeholders, always maintaining effective communication and professionalism.
- Prioritize and handle incoming communication, including emails, phone calls, and inquiries, with discretion and responsiveness.
- Assist in planning and coordinating special events, conferences, and board meetings, ensuring successful execution and smooth logistics.
- Maintain confidentiality and handle sensitive information with the utmost professionalism and integrity.
- Conduct research and gather data on various projects, initiatives, and educational trends to support decision-making processes.
- Collaborate with other administrative staff to optimize office efficiency and contribute to a positive work environment.
- Attend meetings and draft minutes as directed.
- Keep the executive apprised of time-sensitive or priority matters, ensuring appropriate follow up takes place.
- Develop and manage internal processes to expedite workflow.
- Maintain paper and electronic filing systems, including confidential and sensitive information.
- Perform other administrative duties and special projects as needed.
Requirements
- Minimum of 5 years proven experience as an executive assistant or in a similar role, supporting C-level executives or senior management.
- Proficiency in office software (Microsoft Office, Google Workspace) and the ability to learn new tools and technology quickly.
- Excellent written and verbal communication skills, with strong attention to detail and accuracy.
- Demonstrated ability to work independently, take initiative, and anticipate the needs of executives.
- A professional and approachable demeanor, with strong interpersonal skills to interact with diverse stakeholders.
- Bachelor's degree or relevant educational background is preferred, but not mandatory
Benefits
- medical
- dental
- vision
- EAP
- 401K
- STD
- LTD
- AD&D
- life insurance
- paid parental leave
- reward & recognition program
- optional benefits including wellbeing benefits
- adoption assistance
- tuition reimbursement
- nine paid holidays
- 15 days PTO that accrue per year
Job title
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