Executive Assistant VP Design

hace 2 semanas

Cabo San Lucas, México Twin Dolphin A tiempo completo

General Description

The Executive Assistant will provide executive level administrative support to the Design Services Vice President.

To be successful in this role, applicant must be well-organized, detail-oriented, have impeccable time management skills, and be able to act without guidance. Ultimately, this role will contribute to the efficiency of the Design Services business by providing personalized and timely support to the Vice President. Qualified individuals must be 100% proficient in English.


Role and Responsibilities:

Role and Responsibilities:

·        Manage Vice President’s calendar, schedule meetings, and send daily schedule/reminder emails

·        Make travel and accommodation arrangements for the Vice President, team members, consultants, and other department guests

·        Serve as client liaison and handle client communication / take preliminary client meetings on behalf of the Vice President

·        Interact with customers when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to Vice President with suggested solutions

·        Read and analyze memos, emails and messages for significance; then route to appropriate personnel in a timely and efficient manner

·        Prepare executive responses to routine memos, letters, or correspondence

·        Serve as key record keeper, providing minutes and agendas for Vice President’s meetings and department meetings

·        Assist the Vice President and the marketing department with new client efforts and marketing platforms such as our website and Instagram

·        Prepare presentations as requested by Vice President

·        Reimbursement forms and submittals

·        Coordinate office equipment / support requests with IT

·        Record daily attendance and submit on the online platform

·        Coordinate internal, cross-departmental and external events, celebrations, and tasks, such as team-building events, birthdays, photoshoots, client / departmental gifts

·        Share departmental / company communication with the team, such as announcements from Human Resources, notifications from Security, department work anniversaries

·        Manage client contracts

·        Prepare reports, collect and analyze departmental and project information

·        General business / operations support as needed

·        Develop and utilize historical information; provide retrieval of information



Requirements:


Qualifications and Education Requirements

· Advanced proficiency in English 

·        B.S. in Administration or related field

·        3+ years administrative support or executive assistance

·        Advanced MS Office experience

·        Exceptional organizational skills and problem-solving abilities

·        Excellent verbal and written communication skills

·        Exercises discretion and maintains confidentiality

·        Strong attention to detail

·        Excellent time management skills

·        Ability to multi-task and re-prioritize to meet changing daily objectives

·        Excellent interpersonal skills, enjoys being part of a team and interacting with others

·        Has integrity, is honest and transparent


Preferred Skills

·        Experience in accounting and / or marketing is a plus

·        Supervisory experience

·        Familiarity with office applications (e.g. Salesforce, Monday.com, office equipment like printers)


“Please upload your resume in English” 

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