Experience Inc. Jobs

General Summary of Job Duties:

As the Personal Assistant to our Executive, you will play a crucial role in facilitating the efficient functioning of our executives daily tasks and ensuring that they can focus on their responsibilities. You will be responsible for managing the executive's schedule, handling correspondence, and providing essential support. Duties include but are not limited to:

Calendar and Email Management

• Efficiently manage the executives schedule, making last-minute changes and adaptations, as necessary.
• Review daily emails and set up calendar system to categorize by importance
• Prepare, proofread, and edit documents, reports, and presentations for the executive.

Communication

• Handle emails, phone calls, and other correspondence on behalf of the executive, often with tight deadlines.
• Professional verbal and non-verbal communication

Travel Arrangement

• Plan and coordinate domestic and international travel, including flights, hotels, transportation ensuring a seamless travel experience.
• Reconcile all travel receipts creating expense reports using our Concur system in a timely manner
• Make personal appointments for executive including personal appointments, travel arrangements including personal and professional trips.
• Handle personal matters such as making personal appointments, serving as a signatory and responding to personal matters.

Administration

• Managing videoconferencing, fax communications and office equipment for the executive.
• Plan occasional business and personal parties to entertain customers, employees, or other business colleagues as required.
• Arrange meetings, appointments, and prepare agendas, and take notes when required.
• Responsible for coordinating corporate lunches, managing corporate employee concessions, and managing corporate conference room(s)
• Negotiating with vendors for corporate meetings and events

Not all aspects of the job are covered by the descriptions; additional assignments assigned as require by the needs of the operational unit, company, or as directed by the executive suite

Requirements:

• High School diploma or equivalent required
• Experience with QuickBooks or equivalent

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``` - Two (2) + years of experience as an Executive Assistant, Personal Assistant, or similar role is required. - Ability to remain calm under pressure and adapt to abrupt changes - Resilient and flexible with changes - Highly organized and proactive with managing work assignments. - Able to be patient and handle high stress situations - Maintain a professional demeanor and strong interpersonal skills. - Excellent MS Office knowledge, Mastery of Excel and PowerPoint considered a plus - Outstanding organizational and time management skills

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``` - Familiarity with office machines and applications - Excellent verbal and written communications skills - Always maintain strict confidentiality and discretion. This is a requirement for the position. - Willing and able to travel regionally and internationally as required (Passport required)less than 10% of travel - Requires current Drivers License with an acceptable Motor Vehicle Record (MVR)

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``` - Must be available to work a flexible schedule based on business needs, including days, occasional nights, occasional weekends, and occasional holidays