Executive Assistant Job at RWDC Industries in Athens

Executive Assistant immediate opportunity

The Executive Assistant (EA) provides comprehensive support to the CEO and COO in an emerging business experiencing high rates of change.  The Executive Assistant will report to and support the RWDC CEO and COO and perform a variety of administrative tasks supporting the C-Suite, encompassing hospitality and logistics management.  They manage visits from external stakeholders and represent executives in interactions with third parties.  At proficiency, the EA will have the forethought to anticipate Executives’ needs. The EA will always represent RWDC and the Executives in a positive manner, with internal and external stakeholders, using discretion in all matters.  They demonstrate efficiency in planning, execution, evaluation and correction of departmental operations to drive optimal performance. 

Responsibilities Include:

• Scheduling/coordinating and preparing for meetings, ensuring all attendees have an agenda for the event, conduct research, compile and analyze data to brief executives prior to meetings and events; evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows.
• Create high-level confidential complex documents and reports in support of strategic plans, as well as management updates and presentations as requested by Executives, process for signatures as needed
• Manage travel arrangements for executives, coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.  Availability for off-hours’ communication and diligence in these matters is imperative. Approve and process travel reimbursements and monitor travel expenditures to maintain budgetary compliance.
• Manage departmental operations and budgets, monitoring financials and expenditures.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the Executive and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the Executive.
• Coordinate scheduling and attendance of Board of Directors meets, work with Executives to assure minutes are prepared and reviewed, collects all committees reports prior to Board meeting for distribution, takes minutes during meetings.  Assure all action items are documented for follow-up.
• Provide assistance to HR while coordinating team member events, communications and engagement activities.
• Collaborate with internal stakeholders to coordinate and oversee special projects, ensuring adherence to established timelines and project objectives.
• Assist with managing all aspects of organization’s office services. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization. Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.

Required Skills

The ideal candidate possesses a diverse set of skills including:  

• Experience using Microsoft Office or Google Workspace
• Experience managing calendars
• Written and verbal communication skills
• Organizational skills 
• Time management skills
• Project management skills
• Interpersonal skills

Experience and Education

Prefer 5-7+ years' experience as an Executive Assistant and a Bachelor’s degree or an Associates Degree and 10+ years' experience.