Job Description

The

Executive Assistant

will provide high-level administrative support to the CEO's office, ensuring efficient operation, seamless communication and coordination. This role involves managing schedules, organizing meetings, handling confidential information, and liaising with internal and external stakeholders. The ideal candidate will possess exceptional organizational, communication, and problem-solving skills and be capable of handling a wide range of tasks with a high degree of professionalism and discretion.

Key Responsibilities

Administrative Support

Manage the CEO's and COO's calendar, schedule, and appointments, ensuring effective time utilization and prioritization of tasks. Handle travel arrangements including flight bookings, accommodations, and itineraries. Prepare and edit correspondence, communications, presentations, and other documents. Organize and maintain files and records, ensuring confidentiality. Stay updated on industry trends and administrative best practices to continuously improve and adapt to the CEO's and COO's evolving needs. Performs additional duties as assigned by CEO's and COO's office.

Meeting Coordination

Schedule, coordinate, and prepare for internal and external meetings, including booking venues, preparing agendas, collating materials, and distributing documents. Attend meetings as required, take minutes, and follow up on action items to ensure timely execution. Liaise with board members, senior executives, and external stakeholders.

Communication Management

Screen and prioritize emails, phone calls, and other communications. Draft and manage outgoing communications, ensuring clarity and professionalism. Serve as the primary point of contact between the CEO and internal/external stakeholders. Handle sensitive and confidential information with the utmost discretion and professionalism. Keep up to date with best practices and procedures in photography to maintain high standards.

Project Management

Assist in the planning and execution of special projects and initiatives. Conduct research and compile data to support decision-making. Track project milestones and deliverables, ensuring timely completion.

Event Planning

Organize and coordinate events such as conferences, business lunches, and corporate functions. Manage event logistics, including guest lists, invitations, and on-site support.

Office Management

Organize and maintain files, documents, and records, ensuring easy accessibility and confidentiality. Ensure the smooth operation of the executive office. Order office supplies and manage inventory. Maintain office equipment and coordinate IT support as needed.

Physical Working Conditions:

Full-time position with occasional overtime based on business needs.

May require travel for meetings and events.

Qualifications/Requirements:

Bachelor's degree in Business Administration, Communications, Finance, or a related field preferred.

Proven experience as an executive assistant or in a similar role, preferably supporting C-level executives.

Exceptional organizational and time-management skills.

Strong written and verbal communication skills, with a keen eye for detail.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software

Strong organizational and multitasking abilities, capable of prioritizing tasks in a fast-paced environment.

Excellent time management skills, with the ability to work under pressure and meet tight deadlines.

Demonstrated problem-solving skills and the ability to anticipate the needs of the CEO.

Professional demeanor, with a high level of confidentiality, discretion and integrity.

Strong interpersonal skills and the ability to build relationships with stakeholders.

Flexibility to work outside of regular business hours as needed.

Previous experience in a similar role within the industry is a plus.

Job Type: Full-time