Job Title: Executive Assistant to Vice President, Operations
Experience: 4 to 6 years
Employment Type: Full-time
Reports To: Vice President, Operations
Job Overview:
We are seeking a highly organized and detail-oriented Executive Assistant to provide comprehensive support to the Vice President, Operations. The ideal candidate will act as an operational partner, ensuring all tasks and charters are meticulously managed and executed. This role demands a proactive and mature individual who can handle a wide variety of responsibilities, ensuring seamless communication, follow-ups, and task completion in alignment with the strategic vision of the Vice President.
Key Responsibilities:
- Task Management: Assist the Vice President in managing daily tasks, charters, and follow-ups, ensuring all activities are completed with precision and timeliness.
- Operational Support: Act as the key point of contact for operational updates, ensuring that the Vice President's priorities are reflected across all actions and communications.
- Detail-Oriented Execution: Ensure meticulous attention to detail in all tasks, projects, and operational responsibilities. Follow up on deliverables and track progress to ensure timely completion.
- Calendar and Meeting Coordination: Manage the Vice President's calendar, schedule meetings, and ensure all appointments align with operational priorities.
- Documentation and Reporting: Prepare reports, documents, and presentations as needed. Maintain accurate records of meetings, decisions, and action points.
- Cross-Department Coordination: Communicate with various departments to gather information, track progress, and ensure smooth coordination across teams.
- Travel and Logistics: Handle travel arrangements, commute plans, and other logistical requirements for the Vice President.
- Ad-Hoc Tasks: Take on additional responsibilities and ad-hoc tasks to ensure smooth day-to-day operations, anticipating the needs of the Vice President.
Key Skills and Qualifications:
- Bachelor's degree in Business Administration, Management, or a related field.
- 4 to 10 years of experience in an executive assistant or operations support role.
- Strong organizational and time management skills, with the ability to handle multiple priorities.
- Excellent verbal and written communication skills.
- High level of attention to detail and ability to follow through on tasks independently.
- Ability to work in a fast-paced environment and manage urgent requests.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant tools.
- Experience in coordinating with cross-functional teams and managing complex schedules.
- Professional demeanor, with the ability to maintain confidentiality and handle sensitive information.
Personal Attributes:
- Mature, proactive, and self-motivated.
- Task-driven with a strong focus on execution and follow-through.
- Ability to adapt to changing priorities and remain calm under pressure.
- Strong problem-solving skills and a proactive approach to challenges.
- Reliable, with a commitment to operational excellence.
