Ruveon is seeking an experienced Executive Assistant to join their team. As an Executive Assistant, you will provide comprehensive administrative support to executives, ensuring confidentiality and professionalism.

Responsibilities:

• Provide support to executives, including calendar management, travel arrangements, and correspondence preparation
• Manage calendars, schedule meetings, and organize travel arrangements
• Prepare reports, presentations, and other documents using various business software
• Edit, proof, and format documents as needed
• Screen calls and messages, managing interactions with internal and external sources
• Maintain files and records, ensuring efficient organization
• Assist in developing administrative standards and practices for the organization
• Handle confidential business and personnel information with discretion
• Assemble and analyze information, prepare reports, manuals, agendas, correspondence, and memoranda as guided by general company practice
• Process expense reports and invoices; manage Accounts Payable in coordination with accounting/finance/AP/vendors; orchestrate purchase orders, service entries, contracts, and capital project submissions in SAP or equivalent
• Manage complex calendars across time zones
• Organize meetings, conferences, and events; draft agendas for broader communications; manage RSVPs and tracking; coordinate logistics (venues, catering, equipment), ensuring activities align with company safety, compliance, and sustainability policies
• Organize business travel end-to-end; develop itineraries and agendas; book air/rail/ground transportation and lodging
• Collaborate with other assistants to share and coordinate workload
• Support, train, and up-skill junior colleagues

Requirements:

• High school diploma
• Proven experience as an Executive Assistant or in a similar administrative role in a fast-paced environment
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Strong organizational skills and ability to manage competing priorities
• Excellent interpersonal skills and the ability to communicate effectively with employees at all levels of the organization
• High level of discretion and confidentiality in handling sensitive information

Preferred Qualifications:

• High School Diploma with a minimum of 8 years of relevant experience or Associate’s degree with 6 years’ relevant experience
• Familiarity and experience with AI tools and technologies that can enhance administrative processes and support efficiency improvements
• Curiosity and willingness to learn about new technologies that can improve administrative workflows
• Experience with SAP and Concur or other similar ERP and travel management systems