Optiema consultative thinking
Executive Assistant
Posted On: 2/8/2019
Close Date: 3/8/2019
About Our Engineering Client //

Our client is a growing, vibrant, exciting multi-disciplined full service company.

Role and Responsibilities //

It is not the intent of this job description to specify all duties associated with the position, but to give a general understanding of the roles and responsibilities.

• Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as clients, to coordinate a variety of complex executive meetings.
• Arrange travel schedule, reservations and itinerary for executive management as needed.
• Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
• Prepare agendas, arrange and coordinate meetings as well as catering needs and any other specific requirements.
• Provide accurate word-processing support by composing and/or editing a variety of documents. This includes many highly confidential correspondence, memoranda, contracts and proposals.
• Responsible for managing visitors to the CEO’s office and providing assistance in respect to meeting preparation.
• Maintain a well organized confidential filing system for electronic and paper files.
• Complete necessary expense reports for approval and subsequent handling by Accounting.
• Maintain strict confidentiality and discretion in all aspects of the position.


Skills and Abilities
• Excellent calendar management skills, including the coordination of complex executive meetings
• Advanced knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Excellent communication, problem solving, prioritization and interpersonal skills.
• Experience scheduling travel arrangements for management
• High standards of ethics and confidentiality to handle sensitive information.
• Excellent written and oral communication skills.
• Ability to interact and work confidently with others at all levels.

Education and Experience
• A minimum of 10 years administrative and direct work experience.
• A minimum of 5 years’ experience supporting at the executive level.
• Business diploma is required, with a Bachelor’s degree given preference.

Send your Resume for this job posting to career@optiema.com