Executive Assistant - Solomon Search Group

Executive Assistant to the Chairman

Overview: The Executive Assistant (EA) is a highly organized professional who provides comprehensive administrative support to the Chairman, ensuring smooth operations and efficient time management. The EA will manage the Chairman’s calendar, handle correspondence, arrange travel, coordinate meetings, and perform other complex tasks with a high level of professionalism and discretion. This role requires exceptional communication skills, the ability to anticipate needs, and effective task prioritization.

Duties & Responsibilities:

Calendar Management:

• Proactively manage the Chairman's calendar, schedule meetings, appointments, and calls.
• Ensure accurate time allocation and conflict resolution.

Communication Management:

• Screen incoming calls and emails, prioritize correspondence, and draft responses.
• Manage the flow of communication between internal and external stakeholders.

Meeting Coordination:

• Prepare meeting agendas and gather relevant materials.
• Coordinate attendees and take detailed meeting minutes.

Document Management:

• Organize and maintain electronic and physical files.
• Prepare presentations and manage document flow.

Project Management:

• Assist with specific projects by coordinating tasks, deadlines, and follow-ups.

Office Administration:

• Manage office supplies and coordinate office services.
• Handle other administrative tasks as needed.

Travel Arrangements:

• Organize domestic and international travel, including flights, accommodations, and ground transportation.
• Manage detailed travel itineraries.

Expense Reporting:

• Track and submit expense reports for the Chairman.

Knowledge, Skills, and Abilities:

• Exceptional Communication Skills: Excellent written and verbal communication for effective stakeholder interaction.
• Organizational Skills: Ability to prioritize tasks, manage multiple projects, and meet deadlines effectively.
• Discretion and Confidentiality: Maintain confidentiality of sensitive company and employee information.
• Proficiency in Technology: Expertise in Microsoft Office Suite, calendar applications, and other relevant software.
• Adaptability and Flexibility: Ability to adjust to changing priorities and handle unexpected situations.
• Attention to Detail: Meticulous focus on accuracy and quality.
• Highly Organized: Able to prioritize and manage time efficiently in a fast-paced, deadline-driven environment.
• Initiative: Follow through on assignments and seek clarification when necessary.
• Reliability: Dependable and capable of acting independently in task execution.

Credentials and Experience:

• College degree in Business Administration or a related field preferred.
• Four or more years of experience in an administrative role reporting directly to upper management.
• Preferable finance background with knowledge of the stock market.
• Flexibility and availability for last-minute or emergency needs, including weekends and nights.