Position: Personal Administrator
Company: Forte Group
Category: Other
Experience required: 1y
English level: upper
Published: 2023-03-01T00:00:00+02:00

Forte Group is looking for an ambitious and confident **Executive Personal Assistant** to join our company.

**Job Description:**
Reporting directly to the COO, the **Executive Assistant** provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on defined matters including personal and corporate. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

**Qualifications**
● Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
● Strong interpersonal and analytical skills and the ability to build relationships with stakeholders, including staff, board members, external partners, etc. 
● Expert-level written and verbal communication skills
● Demonstrated proactive approaches to problem-solving with strong decision-making capability
● Emotional maturity
● Highly resourceful team-player, with the ability to also be extremely effective independently
● Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
● Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
● Forward-looking thinker, who actively seeks opportunities and proposes solutions
 
**Education and Experience Requirements**
● Bachelor's degree required
● Experience and interest in internal and external communications, partnership development, and fundraising
● Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
**● Financial background**
**● Knowledge of QuickBooks and or other accounting software**
**● Excel is a must**
● English is a must

**Role and Responsibilities**

**Executive Support:**
● Completes a broad variety of administrative tasks for the COO, including managing an extremely active calendar of appointments; completing expense reports;
● Сomposing and preparing correspondence that is confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
● Plans, coordinates, and ensures the VP of TA's schedule is followed and respected. Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the COO's time and office.
● Communicates directly, and on behalf of the COO, with other members, donors, Foundation staff, and others, on matters related to their programmatic initiatives.
● Researches, prioritizes, and follows up on incoming issues and concerns addressed to the COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
● Works closely and effectively with the COO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
● Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the COO, some of which may have organizational impact.
● Prioritizes conflicting needs; handles matter expeditiously and proactively and follows through on projects to successful completion, often with deadline pressures.

**Senior Management Liaison**
● Participates as an adjunct member of the Executive Team, including assisting in scheduling meetings and attending all meetings
● Assists in coordinating the agenda of senior management team meetings and off-site, and all-staff meetings
● Facilitates cross-divisional coordination of travel and outreach plans

**Communications, Partnerships, and Outreach**
● Ensures that the CEO's bio is kept updated and responds to requests for materials regarding the COO and the organization in general
● Edits and completes first drafts for written communications to internal/external stakeholders

**Strategic Initiatives**
● Works with the Strategic Initiatives team in coordinating the COO's outreach activities
● Follows up on contacts made by the COO and supports the cultivation of ongoing relationships with the COO.

**We offer**
● Experience working with colleagues locally and abroad
● Opportunities for self-realization working on challenging projects using new technologies and tools
● Friendly team and enjoyable working environment
● Social and corporate events
● Possibility for career development
● Participation in professional trainings, meetups
● Medical & family care programs
● Various sport activities coverage
● Fully paid by Forte 5 sick days during working year
● Internal English courses provided by Forte Teacher
● Comfortable and fully equipped workplace