Back Office & Executive Assistant

Job Title: Back Office & Executive Assistant

Location: [Company Location]
Department: Administration
Reports to: Executive / Senior Management

Job Description:

The role of a Back Office & Executive Assistant is a multifaceted position that combines administrative support and operational efficiency. This role is integral to ensuring that the executive team has the tools and resources necessary to execute their duties effectively while maintaining seamless business operations. The individual in this role will handle various administrative tasks, from managing schedules to handling office correspondence, and ensure that all back-office functions are running smoothly.

Key Responsibilities:

1. Executive Support:
   • Provide high-level administrative support to executives, including managing calendars, scheduling meetings, and coordinating appointments.
   • Prepare meeting agendas, take meeting minutes, and ensure follow-up on action items to ensure smooth execution.
   • Handle confidential information with discretion and professionalism, ensuring privacy and security.
   • Assist in the preparation and management of presentations, reports, and documents for internal and external communication.
   • Organize and prioritize daily activities for executives, ensuring timely completion of tasks and deadlines.
2. Back Office Operations:
   • Oversee back-office functions, ensuring that administrative processes run smoothly and efficiently. This includes managing office supplies, inventory, and basic maintenance.
   • Handle routine data entry tasks, maintain databases, and manage documentation both in electronic and physical formats.
   • Prepare and process purchase orders, invoices, and other financial documents. Ensure timely submission and proper record-keeping.
   • Coordinate travel arrangements, including flights, accommodations, and itineraries for executives or other staff members when required.
   • Liaise with various internal teams and departments to ensure proper coordination and support across different business functions.
3. Document Management:
   • Maintain an organized filing system for documents, contracts, and correspondence. Ensure that records are stored accurately for easy retrieval.
   • Prepare and edit documents, presentations, and reports as requested by senior management.
   • Assist in handling confidential or sensitive documents and ensure that they are kept secure and shared only with authorized personnel.
4. Communication & Correspondence:
   • Serve as a point of contact between executives and internal/external stakeholders. Ensure clear and effective communication at all levels.
   • Manage phone calls, emails, and other correspondence, responding or redirecting as appropriate.
   • Draft emails, letters, and other forms of communication for senior management, ensuring clarity and professionalism.
5. Event Coordination:
   • Assist in planning and organizing corporate events, conferences, seminars, and meetings. Coordinate logistics, invitations, and any necessary follow-up actions.
   • Manage the execution of these events to ensure they run smoothly, from booking venues to arranging materials and catering.
6. Project Management & Administrative Support:
   • Assist in the tracking and management of ongoing projects by helping with deadlines, task assignments, and deliverables.
   • Provide administrative support to project teams, ensuring all required resources and documentation are available.
   • Perform research and provide executive summaries on specific topics or industry trends as requested by senior management.

Skills and Qualifications:

• Educational Requirements: A minimum of a high school diploma is required. A bachelors degree in business administration, management, or a related field is preferred.
• Experience: Previous experience in an administrative role, such as office assistant or executive assistant, is highly desirable.
• Computer Proficiency: Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with office management software or tools.
• Organizational Skills: Excellent organizational and multitasking skills, with the ability to handle multiple tasks simultaneously while maintaining accuracy and attention to detail.
• Communication Skills: Exceptional written and verbal communication skills, with the ability to communicate professionally with senior executives, clients, and team members.
• Problem-Solving Skills: Strong critical thinking skills and the ability to handle problems or tasks that arise in an effective and timely manner.
• Confidentiality: Ability to handle confidential information with discretion and integrity.

Working Hours:

• Full-time position, typically working from Monday to Friday, 9:00 AM to 6:00 PM. Flexibility may be required during peak periods or when coordinating events or travel for executives.

Career Growth:

• The role offers numerous opportunities for advancement within the company, including promotion to higher-level administrative positions such as Office Manager, Senior Executive Assistant, or Operations Manager.

Conclusion:

The Back Office & Executive Assistant is a crucial role that provides direct support to senior management while ensuring that office operations run smoothly. This position requires a combination of organizational, communication, and technical skills to handle a diverse range of responsibilities. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple tasks simultaneously. This role offers an exciting opportunity to contribute to the overall success of the organization while growing professionally in a dynamic business environment.

Place of work