Executive Assistant | Scrabble

Posted on May 29, 2023

Job Description

<div>Personal Assistance Travel Scheduling & Coordination • Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. • Work closely with other Executive Assistants for scheduling meetings and travel, proactive in sharing information and to be open in communication with Executive Assistants. • Arrange air travel, ground transport and hotel bookings for executives through internal or outside agents • Prepare itinerary, trip folders and other required supplies. • Booking of office and meeting rooms for the executives traveling to other GA office’s by working closely with other office Executive Assistants • Assist with executive’s personal travel requirements if any.</div> <div>• Need to coordinate after-hours and weekends especially in case of schedule changes and emergencies and when executives are traveling. • Monitor changes in flight schedules and make changes when required and ensure that the executive is updated. Meeting Scheduling & Coordination • Handle all inquiries through phone and in person for the assigned executives and arrange call backs and ensure to close the loop. • Update firm wide online meeting scheduling systems on a timely basis • Co-ordination of global and domestic company events as required Expense reporting & claims tracking • Complete Online expense reports after trip by collecting the bills, boarding pass, hotel invoices etc. and to be well versed with firm wide travel & entertainment policy • Track timely reimbursement through credit / direct payment to credit card company Contacts / Database Management • Updating details of persons met in contacts database. • Tracking movement of people and updating contacts Tracking membership / loyalty programs, expiry & renewals</div>