About this role
Provide executive and administrative support to senior company management and executives as required. Manage calendars, coordinate meetings and events, handle travel arrangements, support client communications, and ensure accurate CRM and document distribution updates.
Key Responsibilities
- Manage and schedule meetings and travel plans
- Liaise with clients and coordinate communications
- Coordinate events and transfer visit/meeting details to the CRM
- Collate, reconcile and submit expense claims into PeopleSoft
- Prepare and distribute correspondence, minutes, and reports as requested
Technical Overview
Use a CRM system to transfer visit/meeting details within three days and distribute checked documents to intended recipients. Prepare expense claims and submit them into PeopleSoft, while maintaining executive calendar accuracy and follow-through.
Ideal Candidate
The ideal candidate is a senior-level executive assistant with 7+ years of progressive administrative experience supporting senior management. They have strong calendar management, international travel coordination, expense report reconciliation/submission, and consistently demonstrate discretion and confidentiality with excellent written and verbal communication.
Must-Have Skills
Excellent command in spoken and written EnglishExcellent communication skillsExtensive knowledge of international travel arrangementsExcellent Calendar managementSuperior level of professionalismdiscretion and dependabilityAbility to co-ordinate many high-priority deadlines simultaneouslyExcellent administrative skills with a strong focus of attention to detailsStrong time management and organizational abilityBe flexible to work outside regular business hourswhen requiredBe discreet and able to maintain high level of confidentialityAbility to use own initiative and work independently as well as within a team
Nice-to-Have Skills
Highly motivatedproactive and enthusiasticAbility to prioritize and make routine decisions
Tools & Platforms
PeoplesoftCRM systemExecutives' calendars
Required Skills
Calendar managementmeeting schedulingtravel managementinternational travel arrangementsexpense reportsexpense claimsPeopleSoftCRM systemclient database updatesminutes of meetingscorrespondence managementdiscretionconfidentialityattention to detailstime managementorganizational ability
Hard Skills
Calendar managementMeeting schedulingTravel managementInternational travel arrangementsExpense reportsExpense claim reconciliationExpense submissionPeoplesoftCRM systemDocument distributionCorrespondence managementMinutes of MeetingsMinutes of meetings preparationData research and compilationClient database updatesCompany database updates
Soft Skills
Excellent communication skillsSuperior level of professionalismDiscretionDependabilityAbility to coordinate high-priority deadlines simultaneouslyStrong time management and organizational abilityConfidentialityAbility to use own initiativeAbility to work independentlyAbility to work within a teamLiaising with clientsProactive attitudeAdaptability/flexibility
Keywords for Your Resume
Executive AssistantCalendar managementMeeting schedulingTravel managementinternational travel arrangementsExpense Reportsexpense claimsPeoplesoftCRM systemClient databaseMinutes of Meetingslettersemailsinvitationsdiscretionconfidentialityattention to detailstime managementorganizational abilityadministrative skillsco-ordinate
Deal Breakers
7+ years progressive administrative experience, Excellent command in spoken and written English, Extensive knowledge of international travel arrangements, Excellent Calendar management, Ability to maintain high level of confidentiality
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