Executive Assistant

Position Summary The Executive Assistant is responsible for providing an advanced level of professional,administrative support to the Executive Vice Presidents of Strategic Accounts & Capital Markets to ensure that Walton offices operate in an organized, efficient, and professional manner. This position provides necessary leadership skills to work effectively with management and staff to accomplish the strategic goals of the organization, as such the position requires discretion in handling confidential, sensitive, and timely information.Essential Duties and ResponsibilitiesThe essential functions include, but are not limited to the following:Perform highly detailed, professional, and confidential administrative support with minimal supervision. Manage complex calendaring and events based on Executive and team priorities, while proactively resolving scheduling conflictsAct as the lead coordinator for corporate meetings. These meetings will include but are not limited to: Executive meetings, Due Diligence meetings, day-to-day meetings, board meetings, and corporate events.Manage and maintain schedules and contacts for Executive Vice Presidents of Strategic Accounts & Capital Markets.Organize and maintain general and confidential soft and hard copy files.Open, sort, and distribute incoming correspondence, including faxes and emails.Draft and send out significant correspondence, memos, applicable forms, agendas, spreadsheets, reports, presentations, and any other applicable documents.Prepare invoices, reports, memos, letters, financial statements, and other related, highly confidential documents using word processing, spreadsheet, database, and/or presentation software.Act as a gatekeeper to protect the Executive Vice Presidents of Strategic Accounts & Capital Markets' time to ensure that the most important projects stay on track.Prepare responses to correspondence containing routine inquiries.Manage domestic and international travel arrangements for individuals and groups; authorize payment for travel.Coordinate workflow by prioritizing deadlines, assure discreet handling of all businesses; take initiative on requests and inquiries of administrative nature by analyzing situations accurately and adopt effective course of action.Assist Executive Vice Presidents of Strategic Accounts & Capital Markets with various special projects as needed including research, data analysis, and other ad hoc tasks.Assist with general office management responsibilities, when required.Perform other duties as assigned.Minimum Qualifications (Knowledge, Skills, and Abilities)5+ years of proven work experience as an Executive Assistant reporting directly to a the Executive Vice Presidents of Strategic Accounts & Capital Markets, in a fast-paced office environment is essential.Ability to organize, prioritize and execute multiple tasks in a systematic manner, with tight timelines.Having a previous experience in financial services and/or real estate a plusAlthough not required, verbal fluency in Cantonese and/or Mandarin would be a strong asset.Must have a valid passport with the ability to travel within North America and overseas from time to time.Ability to maintain confidentiality in handling and processing confidential information and data.Advanced-level knowledge of common software such as Microsoft Office (Word, Excel, Outlook, PowerPoint), Adobe Acrobat, and comfort and interest in learning new applications.Able to work independently with minimal supervision and frequent interruptions, as well as to perform effectively in a team-oriented and open concept environment.Able to understand legal documents such as contracts and agreements.Advanced business writing, editing, and proofreading skills.Able and willing to work flexible and extended hours to support a global workforce in multiple time zones.Demonstrated ability to make sound decisions, use initiative, and exercise independent judgement. Excellent attention to detail and accuracy.Strong organizational skills.Demonstrate aptitude to prioritize tasks based on comparative importance and urgency.Excellent verbal and written communication skills.Approachable, strong initiative, proactive and persistent in follow-up.

Created: 2025-02-27