C-Level Executive Assistant

General Description

Assist the Cyber Security Division Manager in all high-level administrative tasks, oversee office functions and support all operational processes of the division. Supports administrative processes to facilitate and simplify operations and verifies compliance with established procedures to achieve the unit’s results. 

Essential Duties and Responsibilities

• Performs administrative tasks (i.e., request reimbursements, payments) representing the company. 
• Provide general administrative support including answering phones. mailing, scanning, faxing, and copying to management. 
• Manage Executive calendar, coordinates and arranges meetings, prepares agendas and records minutes of meetings according to need.
• Coordinate different activities for the team such as off-site, planning session, special lunches and dinners, mid-year meetings and others.
• Arrange business travel and accommodation.
• Compiling documents, letters and prepare deck of presentations.
• Support clients/employees throughout the organization and refer to appropriate units.
• Process corporate card payments for Division Manager and Managers.
• Send reminders, receive, and consolidate weekly updates per unit and prepare draft reports when necessary.
• Compiles data, reports, and presentations. 
• Creates and maintains database and spreadsheet files. 
• Gives support to assure the compliance of established objectives, plans and procedures. 
• Maintain inventory of office supplies and manage purchases of office supplies and other materials.
• Travel might be required.

Supervisory Responsibilities

• This Job has no supervisory responsibilities. 

Minimum Education

Bachelor's degree in Business Administration, Industrial Psychology, Labor Relations, Office System or Psychology.

Experience

• Three (3) years of experience as a personal assistant for executive leaders at a C Level.

Knowledge, Skills, and Abilities (KSA’s)

• Ability to manage highly confidential and sensitive issues. 
• Exceptional collaboration and problem-solving skills in a fast-paced, collaborative, inclusive, and interactive delivery environment. 
• Ability to analyze, prioritize multiple simultaneous initiatives, self-direct and task switch between strategic and tactical initiatives regularly.
• Compliance driven – ability to balance the needs of the division against stated privacy requirements and controls.
• Strong business acumen – ability to understand the needs and concerns of business stakeholders and colleagues and respond promptly and effectively to stakeholder requests.
• Excellent communication and interpersonal skills
• Excellent report-writing and presentation skills
• Polish presentation skills, strong oral and written communication skills and fully bilingual (English/Spanish).
• Proficient in MS Office 365 programs like: Excel, Word, PowerPoint, Outlook, Teams, SharePoint.

Competencies

Additional Requirements

The information provided here is only a general guide as to the nature of the position and does not constitute an exact description of the goals, tasks, duties and responsibilities of the position. The specific details of each position are described in the employee’s performance evaluation.