Administrative Assistant

at  Ecolab

JOB DESCRIPTION

We are seeking a highly organized and proactive Executive Assistant to provide support to our senior executives. The ideal candidate will have excellent communication skills, the ability to manage multiple tasks in a virtual environment, and a high degree of professionalism and discretion.

• Manage the daily schedules of senior executives, including virtual meetings, appointments, and online events.
• proficient in Microsoft Office (Outlook, Word, PowerPoint, Excel)
• Handle all digital communication, including emails, virtual calls, and messaging, on behalf of the executives.
• Prepare digital reports, presentations, and meeting materials as required.
• Coordinate and organize virtual meetings, webinars, and conferences, including setup, logistics, and follow-ups.
• Project Management:
• Assist with the planning and execution of special projects remotely, ensuring deadlines are met.
• Track project progress using digital tools and report updates to executives.
• Conduct online research and provide insights to support decision-making.
• Communication:
• Serve as the primary point of contact between the executives and internal/external stakeholders through digital platforms.
• Draft and edit communications, ensuring clarity and alignment with the company’s tone and values.
• Confidentiality and Discretion:
• Handle sensitive information with the utmost confidentiality and discretion in a remote setting.
• Manage and maintain confidential digital files and records securely.
• Remote Office Management:
• Oversee remote office operations, including digital tools management and liaising with vendors for remote work needs.
• Ensure a virtual environment that is professional and conducive to productivity.
• Travel Coordination (when applicable):
• Arrange virtual or hybrid events and coordinate any necessary travel for executives, including flights, accommodations, and itineraries.
• Prepare detailed travel schedules and ensure all travel needs are met, even in a remote context.
• Financial Administration:
• Assist with budget management, digital expense tracking, and financial documentation.
• Reconcile executive expenses using digital tools and ensure timely submission.
• Qualifications:
• Education:
• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Experience:
• 5 years of experience in an executive assistant role or similar capacity, with experience in remote support highly desirable.
• Experience in supporting C-level executives is a plus.
• Skills:
• Exceptional organizational and time-management skills in a remote environment.
• Strong written and verbal communication skills, especially in digital formats.
• Proficient in remote collaboration tools (e.g., Microsoft Office Suite, Zoom, Slack, Trello, Asana).
• Managing ppt preparation, excel expertise
• Ability to multitask and prioritize effectively in a virtual setting.
• High level of professionalism and discretion in handling remote work.
• Ability to work independently and as part of a virtual team.
• Problem-solving skills and attention to detail in remote tasks.
• Language Skills:
• Proficiency in English