Torchora
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Key Responsibilities and Required Skills for Executive Support Specialist

💰 $75,000 - $115,000

AdministrativeExecutive SupportCorporate ServicesOperations

🎯 Role Definition

We are actively recruiting a dynamic and resourceful Executive Support Specialist to serve as a key partner to our senior leadership team. This is more than a traditional administrative role; it is a critical position that demands a blend of strategic thinking, impeccable organizational skills, and unwavering discretion. The ideal candidate will be a proactive problem-solver and a master of logistics, capable of anticipating needs and managing complex schedules in a fast-paced environment. You will act as the gatekeeper to our executives' time, a trusted confidant for sensitive information, and a central hub for communication, ensuring the executive team can focus on driving our business forward. If you thrive on making a tangible impact and are looking for a role where you are a valued member of the leadership ecosystem, we encourage you to apply.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Senior Administrative Assistant
  • Office Manager
  • Team Coordinator or Project Coordinator

Advancement To:

  • Executive Business Partner
  • Chief of Staff
  • Senior Manager, Executive Operations

Lateral Moves:

  • Project Manager
  • Event Manager
  • Corporate Communications Specialist

Core Responsibilities

Primary Functions

  • Proactively manage and optimize complex, often-conflicting calendars for multiple C-level executives, requiring strategic prioritization and forward-planning to ensure seamless workflow and preparedness.
  • Act as the primary gatekeeper and point of contact, triaging all incoming correspondence and requests, filtering information, and directing inquiries to the appropriate parties with tact and professionalism.
  • Arrange complex and detailed domestic and international travel itineraries, including flights, accommodations, ground transportation, and visa requirements, ensuring a seamless and cost-effective experience.
  • Prepare, compile, and distribute comprehensive meeting agendas, pre-read materials, and presentations, ensuring executives are fully briefed and prepared for all internal and external engagements.
  • Meticulously plan, coordinate, and execute all logistics for executive meetings, board meetings, off-sites, and special events, including venue selection, catering, A/V setup, and material preparation.
  • Handle highly confidential and sensitive information with the utmost discretion and integrity, maintaining trust at all levels of the organization.
  • Draft, proofread, and edit a wide range of communications on behalf of the executives, including emails, memos, reports, and presentations, ensuring a high standard of quality and clarity.
  • Manage and reconcile expense reports, invoices, and corporate card statements in a timely and accurate manner, ensuring compliance with all company financial policies.
  • Serve as a key liaison between the executive office and other departments, employees, clients, and external partners, fostering positive and effective working relationships.
  • Anticipate the needs of the executives by independently identifying potential conflicts or challenges and proactively developing solutions before they escalate.
  • Conduct research, compile data, and prepare reports or documents on various topics to support executive decision-making and strategic initiatives.
  • Maintain and organize critical electronic and physical files, ensuring information is easily and quickly retrievable while upholding data security protocols.
  • Provide warm and professional hospitality to all guests and visitors of the executive office, acting as an ambassador for the company culture.
  • Track key action items and deliverables from meetings, following up with relevant stakeholders to ensure deadlines are met and projects stay on track.

Secondary Functions

  • Assist in the onboarding process for new senior-level staff, coordinating schedules and materials to ensure a smooth integration into the company.
  • Manage special projects as assigned by the executive team, demonstrating strong project management skills from conception through to completion.
  • Collaborate with IT to troubleshoot minor technical issues for the executives and coordinate support for more complex problems.
  • Support the planning and execution of company-wide events and employee engagement initiatives, working closely with HR and other departments.
  • Maintain an organized inventory of office supplies and equipment for the executive suite, processing orders as necessary.
  • Develop and maintain strong working relationships with the administrative support team across the organization to foster collaboration and shared best practices.
  • Provide backup support for other Executive Assistants during absences to ensure continuous and smooth operations.

Required Skills & Competencies

Hard Skills (Technical)

  • Microsoft Office Suite: Expert-level proficiency in Outlook (for complex calendaring), Word, Excel, and PowerPoint.
  • Google Workspace: High proficiency with Gmail, Google Calendar, Docs, Sheets, and Slides.
  • Travel & Expense Software: Hands-on experience with platforms like Concur, Expensify, or TripActions.
  • Communication Tools: Mastery of collaboration tools such as Slack, Microsoft Teams, and Zoom/Webex.
  • Project Management Tools: Familiarity with systems like Asana, Trello, or Jira is a significant plus.
  • Typing Speed: Fast and accurate typing skills for efficient drafting of correspondence and notes.

Soft Skills

  • Discretion & Confidentiality: The ability to handle sensitive business and personal information with the highest level of integrity.
  • Proactive & Anticipatory: A forward-thinker who anticipates needs and solves problems before they arise.
  • Exceptional Organization: Superior organizational and time-management skills with a proven ability to manage multiple competing priorities.
  • Impeccable Attention to Detail: A commitment to accuracy and excellence in all tasks, from scheduling to document preparation.
  • Advanced Communication: Outstanding written, verbal, and interpersonal communication skills, with the ability to communicate effectively at all levels.
  • Emotional Intelligence: High EQ, with the ability to navigate complex social dynamics and build strong relationships with poise and professionalism.
  • Resilience & Adaptability: The capacity to remain calm, flexible, and resourceful in a fast-paced, high-pressure environment.
  • Problem-Solving: A resourceful and critical thinker who can independently resolve complex issues with sound judgment.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent. An Associate's Degree is often preferred.

Preferred Education:

  • Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Communications
  • Hospitality Management

Experience Requirements

Typical Experience Range:

  • 5-10+ years of progressive experience in an executive support or administrative role.

Preferred:

  • Direct experience supporting C-level executives (CEO, COO, CFO) or multiple VPs in a fast-paced corporate, tech, or startup environment. Proven track record of managing complex international travel and high-stakes meetings.
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