LocalWeb Internet Company
10.02.2017, 12:41
Company Description
Local Web is seeking for a Personal Assistant to the Executive Director who will be responsible for providing support to the Executive Director. On behalf of the Executive Director, the Personal Assistant will communicate with others outside and inside the organization, will manage busy schedules, and will complete complex administrative tasks. An ideal candidate will be experienced in handling a wide range of administrative and executive related tasks. This person must be exceedingly well organized, highly flexible and should enjoy challenges. This role is challenging but will provide a wide variety of experiences. The Executive Director highly values proactiveness and is looking for someone eager to learn and takes on an ever increasing responsibility. It's an exciting role, no day is the same. The successful candidate will enjoy engaging high-level relationships one minute and getting the details right the next. Diligence, optimism, and a sense of humour towards life and work are essential.
Job Description
1 – GENERAL
Assists primarily the Executive Director with organizational and personal administration on a daily basis
Be friendly and people oriented while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings
Sets priorities and manages multiple projects simultaneously and follows through issues in a timely manner
Leads short-term projects and initiatives as requested by the Executive Director
Respects the need for confidentiality and sensitivity of information
Has a proven ability to exercise good judgment in recognizing the scope of authority
Assists the Executive Director with all other related assigned tasks
2 – COMMUNICATIONS
Communicates and handles incoming and outgoing electronic communications on behalf of the Executive Director
Responds to requests and emails to/from the Executive Director
Greets visitors graciously and in a professional manner
Answers phones in a helpful and professional manner, directs all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner
Maintains and presents the Executive Dashboard and other reports on a timely manner
3 – SCHEDULING
Works with the Executive Director to manage his calendar and schedule (board meetings, donor meetings, conferences, regional office visits) including coordinating Executive Director’s global and domestic travel itineraries
Organizes all other meetings to be attended by the Executive Director, including staff lunches.
Ensures that key dates and events are highlighted to the Executive Director ahead of time
4 – MEETINGS
Prepares materials, packets and presentations for Executive Director’s meetings, senior management team meetings, off-sites, and all-staff meetings
Organizes the logistics of board meetings and other key internal meetings
Coordinates and distributes notes at management meetings as requested
Takes notes for the Executive Director as requested
Organizes and arranges venues for all other meetings requested by the Executive Director
5 – RECORDS AND DOCUMENTATION
Maintains records of decisions and ensures action items are clearly recorded for the Executive Director
Organizes documents for signatures of the Executive Director and members of executive staff related to relevant projects
Keeps accurate records and files at all times and as appropriate
Updates and maintains the database of executive key contacts
6 – OTHER
Coordinates travel arrangements including scheduling and purchasing tickets for Executive Director, executive staff, board members, and key guests as directed by the Executive Director
Provides oral and written translation of Italian to English, and English to Italian as needed
Manages Executive Director’s expense claims
Assists with special projects and reports as required as the Executive Director
Qualifications
ESSENTIAL REQUIREMENTS
Bachelor degree required
2 years work experience in administrative and personal assistant roles at the executive level
Excellent attention to detail, accuracy and quality
Excellent written and verbal English and Italian communication skills
Ability to maintain calendars and schedule appointments
Ability to compose and edit written materials, translation experience is a plus
Ability to work easily and effectively with a wide range of people
Able to manage multiple projects and responsibilities at once; ability to meet deadlines
Ability to be flexible and exercise sound judgment
Ability to work flexible hours and on weekends as needed
Possesses time/organization/stress management skills
Strong commitment to INCLUDED's goals and missions
A responsible attitude to all aspects of the work
Possesses cultural awareness and sensitivity
Demonstrates solid work ethics
Proficiency with MS Office Suite especially Word, Excel and PowerPoint
DESIRABLE QUALITIES
Experience in scheduling travel arrangements for management
Passion and personal interest in people and providing assistance
Holds a positive and outgoing perspective on life
Additional Information
Other Information
Employment Type: Full Time
Salary Range: Unspecified
Degree: Bachelor
Experience (years): Two
Please send a three phrases long statement of confirmation that you have fully read and understood the description above together with your CV to jobs@localweb.it
Local Web is seeking for a Personal Assistant to the Executive Director who will be responsible for providing support to the Executive Director. On behalf of the Executive Director, the Personal Assistant will communicate with others outside and inside the organization, will manage busy schedules, and will complete complex administrative tasks. An ideal candidate will be experienced in handling a wide range of administrative and executive related tasks. This person must be exceedingly well organized, highly flexible and should enjoy challenges. This role is challenging but will provide a wide variety of experiences. The Executive Director highly values proactiveness and is looking for someone eager to learn and takes on an ever increasing responsibility. It's an exciting role, no day is the same. The successful candidate will enjoy engaging high-level relationships one minute and getting the details right the next. Diligence, optimism, and a sense of humour towards life and work are essential.
Job Description
1 – GENERAL
Assists primarily the Executive Director with organizational and personal administration on a daily basis
Be friendly and people oriented while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings
Sets priorities and manages multiple projects simultaneously and follows through issues in a timely manner
Leads short-term projects and initiatives as requested by the Executive Director
Respects the need for confidentiality and sensitivity of information
Has a proven ability to exercise good judgment in recognizing the scope of authority
Assists the Executive Director with all other related assigned tasks
2 – COMMUNICATIONS
Communicates and handles incoming and outgoing electronic communications on behalf of the Executive Director
Responds to requests and emails to/from the Executive Director
Greets visitors graciously and in a professional manner
Answers phones in a helpful and professional manner, directs all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner
Maintains and presents the Executive Dashboard and other reports on a timely manner
3 – SCHEDULING
Works with the Executive Director to manage his calendar and schedule (board meetings, donor meetings, conferences, regional office visits) including coordinating Executive Director’s global and domestic travel itineraries
Organizes all other meetings to be attended by the Executive Director, including staff lunches.
Ensures that key dates and events are highlighted to the Executive Director ahead of time
4 – MEETINGS
Prepares materials, packets and presentations for Executive Director’s meetings, senior management team meetings, off-sites, and all-staff meetings
Organizes the logistics of board meetings and other key internal meetings
Coordinates and distributes notes at management meetings as requested
Takes notes for the Executive Director as requested
Organizes and arranges venues for all other meetings requested by the Executive Director
5 – RECORDS AND DOCUMENTATION
Maintains records of decisions and ensures action items are clearly recorded for the Executive Director
Organizes documents for signatures of the Executive Director and members of executive staff related to relevant projects
Keeps accurate records and files at all times and as appropriate
Updates and maintains the database of executive key contacts
6 – OTHER
Coordinates travel arrangements including scheduling and purchasing tickets for Executive Director, executive staff, board members, and key guests as directed by the Executive Director
Provides oral and written translation of Italian to English, and English to Italian as needed
Manages Executive Director’s expense claims
Assists with special projects and reports as required as the Executive Director
Qualifications
ESSENTIAL REQUIREMENTS
Bachelor degree required
2 years work experience in administrative and personal assistant roles at the executive level
Excellent attention to detail, accuracy and quality
Excellent written and verbal English and Italian communication skills
Ability to maintain calendars and schedule appointments
Ability to compose and edit written materials, translation experience is a plus
Ability to work easily and effectively with a wide range of people
Able to manage multiple projects and responsibilities at once; ability to meet deadlines
Ability to be flexible and exercise sound judgment
Ability to work flexible hours and on weekends as needed
Possesses time/organization/stress management skills
Strong commitment to INCLUDED's goals and missions
A responsible attitude to all aspects of the work
Possesses cultural awareness and sensitivity
Demonstrates solid work ethics
Proficiency with MS Office Suite especially Word, Excel and PowerPoint
DESIRABLE QUALITIES
Experience in scheduling travel arrangements for management
Passion and personal interest in people and providing assistance
Holds a positive and outgoing perspective on life
Additional Information
Other Information
Employment Type: Full Time
Salary Range: Unspecified
Degree: Bachelor
Experience (years): Two
Please send a three phrases long statement of confirmation that you have fully read and understood the description above together with your CV to jobs@localweb.it