Executive Assistant - Markaaz

JOB DESCRIPTION

Position: Executive Assistant, US based                                          Status: Full Time

Supervisor’s Title: Chief Operating Officer                              Start Date: January 2, 2025

Location: Remote

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Primary Goal: The primary role of the Executive Assistant will be to provide high-level, professional administrative support to the globally distributed Markaaz Executive Leadership Team (ELT). The role will support the team by managing the schedules and communications of the ELT, making travel arrangements, and representing the team and organization in a professional manner.

Responsibilities:

• Providing sophisticated daily and monthly calendar management for each member of the ELT by coordinating complex scheduling and calendar management as well as content and flow of information to respective members of the ELT.
• Arranging travel and accommodations for the ELT in alignment with company policies and procedures for business travel.
• Preparing agendas and communications as needed by the ELT.
• Organizing meetings, including scheduling, sending reminders and organizing events outside of normal business hours such as making reservations, etc.
• Managing sensitive matters with a high level of confidentiality and discretion.
• Maintaining and refining internal processes that support the ELT and coordinate internal and external resources to expedite workflows
• Ensuring that the ELT priorities are met and organizational goals are achieved and best practices are upheld.
• Being responsive to emails/texts/phone calls with contact outside normal business hours if needed.
• Maintaining comprehensive and accurate records.
• Liaising with other departments to fulfil job duties as needed.
• Anticipating the needs of the ELT, think critically and offering solutions to problems with a high level of professionalism and confidentiality.
• Prioritizing conflicting needs of the team; handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures.

Required Minimum Education and Experience:

• Bachelors degree or equivalent in a business administration environment
• 4+ years of experience in an Executive Assistant role
• Experience working with MS Office, Adobe Acrobat, and Social Media web platforms.
• Experience working with C-level executives
• Experience working with global partners

Additional Preferred Requirements:

• Strong time management skills and an ability to organize and coordinate multiple concurrent projects
• Ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Highly goal oriented
• Excellent analytical, problem-solving, and decision-making skills
• Exceptional leadership and management skills
• Effective communication and teamwork skills
• Detail-oriented and persuasive
• Ability to work independently in a decentralized environment, without the reliance of direct authority
• Highest level of personal and professional integrity and ethics
• Value strong teamwork and collaboration skills
• Ability to manage multiple initiatives and projects and prioritize needs
• Strong sense of service and passion for the company and business
• Authorized to legally work for any employer in the United States
• Fluent in English, any other language a plus

Competencies: To perform the essential functions of this position and the job successfully, an individual should demonstrate the following competencies.

• Critical thinking—able to think critically, reason, and apply knowledge learned on the job to the tasks at hand;
• Problem solving—identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; exhibits creativity and a willingness to try new solutions; and appropriately applies problem-solving techniques.
• Confidentiality—operates with the highest level of discretion and maintains complete confidentiality of all business matters,
• Interpersonal skills—thrives in, and fosters, a team-oriented environment; able to establish strong relationships based on a foundation of trust; is able to easily and confidently work with a diverse constituency in regard to cultural backgrounds, levels/roles, and personality differences; remains open to others' ideas.
• Oral communication— speaks clearly and persuasively in positive or negative situations and able to effectively make presentations to small or large groups.
• Written communication—drafts products with minimal oversight; edits work for spelling and grammar; presents numerical data effectively and accurately; able to skillfully write, read and interpret written information.
• Technical knowledge—possesses thorough knowledge of all operating systems and programs required by this role.
• Leadership—drives results and establishes and follows fundamental goals; successfully manages and motivates employees; proposes innovative solutions; fosters a success-oriented, accountable environment.
• Planning/organizing—effectively prioritizes and plans work activities; manages own time as well as others’ time efficiently and effectively; successfully manages conflicting priorities; communicates key objectives and necessary tactics to meet project requirements/goals; proactively identifies and anticipates needs and makes recommendations for implementation.
• Quality control—demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability—skillfully adapts to changes, delays, or other unexpected events; manages competing demands, priorities, and deadlines; able to coordinate across various time zones.
• Dependability— self-directed, self-accountable, and self-motivated; meets deadlines; attendance is punctual and reliable; able to take direction, follow instructions, and work independently; solicits feedback to improve performance.

Supervisory Responsibilities: This position does not have direct supervisory responsibilities.