Executive Assistant

TransPerfect Is More Than Just a Job…
Our greatest asset is our people, and nothing is more important to us than ensuring that everyone knows that. Each of our 100+ offices has its own individual identity, and each also has its own unique rewards.

1.0         OVERVIEW

The Executive Assistant position is an innovative fast paced role, which combines elements of the traditional Executive Admin support with the opportunity to acquire a broad skill set of fundamental corporate skills. The Executive Assistant is responsible for supporting a senior executive. This role requires flexibility, creativity, a high sense of urgency ability to think and act quickly and/or efficiently. .

2.0         DESCRIPTION

Provide logistical and administrative support to the Executive 

• Track key initiatives, action items and project timelines for executive and his direct reports
• Coordination of meetings (agenda management, materials, documentation)
• Coordinate participation in large scale conferences and side meetings
• Plan and book international & domestic travel
• Update presentations (both internal and external)
• Track expenses & file expense reimbursement reports in concur
• Manage mail and documents including those related to signature requests (both electronic and wet)
• Maintain an accurate calendar
• Attend meetings with Executive
• Take notes for accurate record of meeting and delineate action items and deadlines
• Follow-up with mtg participants
• Support philanthropic activities as directed

Provide creative support to executive

• Draft documents, letters and outlines
• Create and manage executive’s social media presence and accounts
• Collaborate with executive to create social media content
• Prepare creative materials such as new presentations
• Update and adapt existing presentations for new audiences

Event planning

• Plan or assist in planning department events
• Plan or assist in planning company sponsored events
• Attend events when asked and appropriate

Problem Solving, management and decision-making support

• Creative problem solving and development of internal relationships with employees of all levels
• Manipulating and presenting data in easy to understand format for Sr Manager decision making
• Maintain and update various reports, spreadsheets and trackers
• Project Management (project scoping, analysis planning, launch, execution, and tracking)

Other

• Personal admin tasks, as needed (purchasing team gifts, passport renewal, etc.)
• Special projects and tasks as required
• Complete all other tasks that are deemed appropriate for this role and assigned by the manager/supervisor

3.0         REQUIRED SKILLS

• Handle confidential information with discretion
• Self-sufficient, organizedand results orientated
• Excellent written and verbal skills
• Exceptional problem solving and critical thinking skills
• Creative problems solvingand ability to multi-task
• Believer in continuous improvement and and improve efficiency
• Ability to solve problems and make decisions with a sense of urgency in a fast-paced environment
• Analytic skills (data needs and sourcing, data modeling, quantitative analysis)
• Personable, dynamic and comfortable in a challenging environment always maintaining professionalism
• Demonstrate skill and comfort in proactively building relationships with executive and c-level employees

4.0         DESIRED EXPERIENCE AND QUALIFICATIONS

• Minimum Bachelor’s Degree or its equivalent, preferably in or related field a plus
• A record of success proactively managing day to day activities for senior executives

5.0         REQUIRED SKILLS AND EXPERIENCE

• Bachelor’s degree in a Business related discipline
• Proven success working in a team environment and creating a positive atmosphere
• Minimum 1-3 years’ experience in communications, digital marketing, social media management,Personal Assistant or an Executive Assistant
• Advanced MS Word, Excel, Power Point skills