Executive Assistant chez BEL USA

We are seeking a highly organized, resourceful, and proactive Executive Assistant to provide seamless support to multiple senior executives. This individual will manage complex schedules, coordinate meetings, prepare materials, process expense reports, and handle a variety of administrative functions to ensure day-to-day operations run smoothly. This is an excellent opportunity for someone who thrives in a dynamic environment, enjoys problem-solving, and takes pride in enabling leadership teams to succeed.

Essential Functions: (The reason this job exists is to perform these functions. These functions are performed regularly, seriously impacts other jobs, and there are a limited number of employees whose performance of the function can be distributed.)

Executive & Calendar Management:

• Manage multiple complex calendars, including scheduling, prioritizing, and coordinating meetings across time zones.
• Anticipate scheduling conflicts and proactively resolve them while balancing shifting priorities.
• Coordinate logistics for internal and external meetings, including reserving conference rooms and arranging technology support.

Meeting Preparation & Follow-Up:

• Prepare presentations, briefing documents, agendas, and supporting materials for executive meetings.
• Capture accurate and detailed meeting notes, document key decisions, and track follow-up action items.
• Conduct background research and compile relevant information to support decision-making.

Communication & Coordination:

• Act as a liaison between executives, internal teams, and external stakeholders.
• Draft, proofread, and manage correspondence, reports, and presentations.
• Ensure executives are well-informed and prepared for daily priorities.

Expense & Travel Management:

• Process and manage executive expense reports, reimbursements, and credit card reconciliations accurately and in a timely manner.
• Coordinate domestic and international travel, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
• Ensure compliance with company travel and expense policies.

Administrative & Operational Support:

• Maintain confidentiality while handling sensitive and strategic information.
• Support ad-hoc projects, events, and executive initiatives as needed.
• Perform all other duties and or projects as assigned by a supervisor or manager.

Essential Qualifications: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.)

Education/Certification: High School Diploma, required.

Experience Required:

• 3+ years of experience as an Executive Assistant or in a similar administrative support role.
• Demonstrated ability to manage multiple priorities, projects, and stakeholders simultaneously.
• Strong proficiency in Microsoft Office Suite (PowerPoint, Excel, Word).
• Excellent written and verbal communication skills.
• Highly organized, detail-oriented, and adaptable to shifting priorities.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Experience supporting multiple senior-level executives simultaneously.
• Familiarity with project management and collaboration tools (e.g., Slack, Trello).

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