Executive Assistant

Job Description: Executive Assistant

Position Overview: We are seeking a proactive and highly organized Executive

Assistant (EA) to provide comprehensive support to our Managing Director and

senior leadership team. This role requires exceptional multitasking abilities, attention

to detail, and the capacity to manage various responsibilities across HR, office

administration, business development, event management, and operational excellence.

The ideal candidate will have experience in handling a wide range of administrative

and executive support tasks, maintaining the highest level of professionalism and

confidentiality.

Key Responsibilities:

I. Human Resources (HR) Management:

Recruitment: Oversee the recruitment process, including creating job descriptions,

screening candidates, conducting interviews, finalizing offers, and maintaining

employee records.

II. Training & Development:

Develop and implement training programs to foster employee

skills and professional growth.

Event Organization: Plan and coordinate internal workshops, team-building activities,

and company events.

III. CRM Management:

Maintain and manage customer relationship management systems

to ensure efficient client interactions.

IV. Office Administration:

Office Layout & Maintenance: Manage the office layout and ensure the proper

functioning of equipment such as air conditioners, electronics, and furniture.

Arrange for repairs and maintenance as needed.

V. Vendor Management:

Manage vendor relationships, including contracts and

negotiations with maintenance teams, service providers, and office suppliers.

VI. Purchasing:

Oversee the procurement of office supplies, including stationery, pantry

items, first aid kits, and other necessities.

VII. File Management:

Organize and manage all physical and digital office files to ensure

efficient record-keeping.

VIII. Business Development & Communications:

Communications: Facilitate internal and external communications, ensuring clarity,

professionalism, and timeliness.

Business Development Support: Assist in business development initiatives by providing

administrative support and coordinating communication between departments.

IX. Travel & Event Management:

Travel Coordination: Manage travel arrangements including bookings, visa

appointments, itineraries, and expense reporting for leadership and team members.

Event Planning: Organize events, conferences, offsites, and dinners, handling logistics,

contracts, budgeting, and venue coordination.

Annual Offsite: Lead the planning and execution of the company's annual offsite,

managing budgeting, venue selection, and activity planning.

Executive Support:

Calendar Management: Manage the Managing Director's calendar, schedule meetings,

and coordinate appointments.

Meeting Management: Plan and organize meetings, prepare minutes, and ensure

follow-up on action items.

Secretarial Duties: Provide comprehensive administrative support including document

preparation, correspondence, and managing claims/reimbursements for leadership.

Expense Reporting: Oversee company credit card usage, reconcile expenses, and ensure

timely reporting.

Operational Excellence:

Guest Management: Ensure a warm and professional reception for all incoming guests

and manage their requirements.

SOP Development: Regularly update and create standard operating procedures (SOPs)

for key functions like investor onboarding, hiring, and vendor negotiations to drive

operational improvements.

Qualifications and Skills:

Proven experience as an Executive Assistant, Office Manager, or similar role.

Excellent organizational and multitasking skills.

Strong communication skills, both written and verbal.

Proficiency in Microsoft Office (Word, Excel, PowerPoint) and CRM systems.

Ability to maintain a high level of confidentiality.

Strong attention to detail and problem-solving skills.

Ability to work independently and handle multiple priorities.