Executive Assistant at US Tech Solutions, Inc.

This role requires a proactive and detail-oriented individual who can anticipate needs, manage competing priorities, and ensure the smooth execution of daily operations. The ideal candidate is a self-starter with excellent organizational, communication, and problem-solving skills, capable of handling sensitive information with discretion.

Key Responsibilities:
1. Executive Support:
• Manage and prioritize the Executive’s complex calendar, including scheduling meetings, resolving conflicts, and ensuring adequate preparation time.
• Coordinate domestic and international travel arrangements, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
• Draft, edit, and proofread emails, presentations, and other correspondence on behalf of the executive.
2. Meeting Coordination:
• Plan and organize high-level meetings, including preparing agendas, taking minutes, and tracking follow-up actions.
• Manage logistics for virtual and in-person meetings, including securing venues, technology setup, and catering.
3. Project and Task Management:
• Act as a liaison between the executive and internal teams, facilitating communication and ensuring timely delivery of key projects and tasks.
• Track and monitor project deadlines, ensuring that the executive is informed of progress and potential delays.
4. Administrative Operations:
• Prepare and process expense reports, ensuring compliance with company policies and deadlines.
• Maintain and organize files, records, and confidential documents, ensuring accessibility and security.
5. Relationship Management:
• Build strong relationships with internal stakeholders, clients, and external partners to facilitate seamless communication and collaboration.
6. Process Improvement:
• Identify opportunities to improve administrative processes, increase efficiency, and implement best practices.
• Stay updated on industry trends, tools, and technologies to enhance operational effectiveness.

Qualifications:
• Education & Experience:
• Bachelor’s degree in business administration, communications, or a related field preferred.
• 5+ years of experience providing executive-level administrative support, preferably in a fast-paced, IT or technology-driven environment.
• Skills & Competencies:
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Strong verbal and written communication skills, including the ability to compose and edit professional documents.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (e.g., Microsoft Teams).
• Discretion and integrity in handling confidential information.
• Other Qualifications:
• Experience with expense management software (e.g., Concur) and project management tools is a plus.
• Relevant certifications, such as Certified Administrative Professional (CAP), are a plus.
Experience using Workday is a plus
• A proactive mindset with the ability to anticipate needs and solve problems independently.