Executive Assistant to the Chief Operations Officer

About DHR Global

DHR Global is a leading retained executive search firm, dedicated to delivering top-tier leadership solutions to our clients worldwide. We are committed to excellence, innovation, and providing the highest level of service. Our team of experienced professionals works collaboratively to meet the evolving needs of our clients.

Major Responsibilities

The Executive Assistant will play a critical role in supporting the Chief Operations Officer (COO) by managing day-to-day administrative tasks, coordinating schedules, facilitating communication between departments, and ensuring that the COO's initiatives and projects are executed efficiently and effectively. Key responsibilities include:

• Administrative Support: Provide comprehensive administrative support, including managing calendars, scheduling meetings, and handling correspondence.
• Communication Management: Screen and prioritize communications, ensuring timely and appropriate responses. Draft and edit emails, letters, reports, and presentations as needed.
• Meeting coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items. Arrange logistics for virtual and in-person meetings.
• Travel Arrangements: Plan and coordinate all travel arrangements, including booking flights, accommodations, and ground transportation. Prepare detailed itineraries.
• Project Management: Assist in managing and tracking key projects, ensuring deadlines are met and stakeholders are informed of progress. Provide support for special projects as assigned.
• Document Preparation: Prepare and edit documents, reports, and PowerPoint presentations in accordance with DHR’s brand standards. Ensure all materials are accurate and professionally presented.
• Confidentiality and Discretion: Handle sensitive information with the utmost confidentiality and discretion. Maintain the highest standards of professional integrity.
• Financial Administration: Assist with budget preparation, expense tracking, and financial reporting. Ensure accuracy in expense reports and the allocation of client-related expenses.
• Office Management Support: Provide support with office management tasks, including maintaining office supplies, liaising with vendors, and coordination office events.
• Corporate Interaction: Serve as a point of contact for stakeholders, demonstrating professionalism and exceptional customer service, coordination client meetings and ensure a positive client experience.
• Personal Support: Coordinate and manage appointments and commitments. Handle any personal task as required by executive.

Ideal Experience

• Education: An undergraduate degree is preferred but not mandatory.
• Technical Skills: Proficient in Microsoft Office applications (Word, Outlook, PowerPoint, Excel).
• Administrative Experience: A minimum of five years of executive administrative assistant experience in a professional environment. Prior experience in a professional services or executive search firm is preferred.
• Communication Skills: Excellent written and verbal communication skills. Experience proofreading and editing documents.
• Typing Speed: Ability to type at least 60 words per minute (70+ wpm preferred) and experience in transcribing dictation.