The Executive Assistant plays a vital role in supporting two senior leaders by managing a wide range of administrative and organizational tasks. This position requires a proactive, detail-oriented individual who thrives in a fast-paced environment and can handle sensitive information with discretion.

Key Responsibilities:

• Manage and coordinate senior leadership calendars, including scheduling meetings, appointments, and travel arrangements.
• Prioritize and organize commitments to maximize efficiency and productivity.
• Prepare for meetings and events by ensuring all relevant documents, agendas, and follow-ups are in place.
• Screen, prioritize, and respond to incoming calls, emails, and other correspondence.
• Draft, edit, and format business documents, presentations, and reports.
• Maintain effective communication with internal teams and external stakeholders.
• Plan and manage complex travel itineraries, including flights, accommodations, transportation, and visa requirements.
• Prepare and reconcile travel expense reports promptly.
• Provide administrative support to reception when needed, collaborating with other departments to ensure smooth operations.
• Anticipate and resolve logistical challenges related to travel and off-site meetings.
• Coordinate and prepare materials for meetings, including agendas, presentations, and reports.
• Attend meetings, take minutes, and provide detailed summaries and action items.
• Follow up on action items to ensure timely completion.
• Support project coordination by tracking deadlines and deliverables.
• Conduct research and compile information for various initiatives.
• Handle confidential information with the highest level of professionalism and discretion.
• Maintain strict confidentiality regarding executive decisions, discussions, and documentation.
• Perform other duties as required to support business needs.

Relationship Management:

• Build and maintain strong relationships with clients, subcontractors, and Toro Aluminum stakeholders.
• Proactively identify and address issues to best serve customer needs.
• Submit site reports periodically in alignment with assigned responsibilities.

Qualifications:

• High School Diploma required; Bachelor's degree in Business Administration or a related field preferred.
• Min. 3–5 years of experience as an Executive Assistant or in a similar administrative role.
• Strong background in office administration.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to prioritize tasks and meet deadlines in a dynamic environment.
• High level of discretion and professionalism in handling confidential information.
• Flexibility and adaptability to shifting priorities.
• Strong attention to detail and problem-solving skills.

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