Executive Assistant

About the Role

As an Executive Assistant at Livingston International, you will serve as a crucial strategic partner to three senior leaders, providing comprehensive high-level administrative, operational, and strategic support to enhance their performance and organizational impact. This role demands a proactive, resourceful, and highly organized professional with exceptional communication skills, problem-solving capabilities, and the ability to manage confidential information with utmost discretion. The position requires physical presence in the office three days per week.

Key Responsibilities

• Efficiently manage and prioritize executives' calendars to optimize time for key projects, stakeholder engagements, and strategic meetings.
• Act as the main liaison for internal and external communication, screening correspondence, drafting responses, and ensuring prompt follow-up.
• Organize and oversee all aspects of executive meetings, conferences, and events, including logistics, agenda creation, and preparation of necessary materials.
• Coordinate complex travel plans, including bookings and itinerary arrangements for smooth travel experiences.
• Support project management activities by tracking progress, coordinating team resources, and preparing reports and presentations.
• Conduct research and compile data to prepare detailed reports and presentations for executive use.
• Manage expense reports and budgets in accordance with company policy, monitoring expenditures carefully.
• Maintain strict confidentiality and handle sensitive information with professionalism and discretion.
• Ensure smooth daily operations of the executive office to promote a professional and efficient work environment.
• Lead special projects with creativity, initiative, and strong problem-solving abilities as assigned by executives.

Required Knowledge and Skills

• A minimum of six years’ experience offering administrative, operational, and strategic support to senior-level executives.
• Exceptional written and verbal communication skills, capable of producing high-quality correspondence, reports, and presentations.
• Outstanding organizational and time-management skills enabling multitasking across several projects and meeting deadlines.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) along with familiarity of other relevant software tools.
• Robust project management expertise to plan, implement, and oversee projects effectively from start to finish.
• Sound understanding of financial principles, including budgeting and expense management.
• Strong analytical and problem-solving capabilities with minimal need for supervision.
• Excellent interpersonal skills to build and maintain effective working relationships at all organizational levels.
• Impeccable professionalism and appearance, complemented by a high level of discretion when managing confidential matters.