Position Summary: The Executive Assistant will provide comprehensive support to senior executives, managing administrative tasks, coordinating schedules, and ensuring efficient operations within the executive's office. We are looking for a proactive individual with excellent multitasking skills and good communication with a strong sense of commitment and ownership.
Key Responsibilities:
Calendar & Schedule Management:
- Manage and coordinate the executive's calendar, schedule meetings, and prioritize appointments.
- Organize travel arrangements, including booking flights, accommodation, and ground transportation.
- Prepare itineraries, ensuring smooth and timely transitions between appointments and travel locations.
Communication & Correspondence:
- Act as the primary point of contact for internal and external stakeholders.
- Handle incoming calls, emails, and other communications, responding on behalf of the executive when necessary.
Meeting Coordination & Preparation:
- Organize and prepare for meetings, including gathering and distributing relevant materials.
- Record minutes, track action items, and follow up on tasks to ensure completion.
- Support internal and external communications, preparing briefings, and summarizing meeting outcomes.
Project & Task Management:
- Assist in project coordination, helping to track deadlines, resources, and deliverables.
- Ensure timely raising of invoices to clients and follow-ups for collections.
- Ensure Internal system compliance in terms of tagging client communication and other documentation.
- Work closely with other departments to facilitate cross-functional collaboration on special projects.
Office Management & Administrative Support:
- Manage office supplies and resources, coordinating with vendors and service providers as needed.
- Handle expense reports, process reimbursements, and track budgeting for departmental expenditures.
- Maintain organized records, files, and documentation for quick reference.
Confidentiality & Discretion:
- Handle sensitive and confidential information with integrity and discretion.
- Ensure all communications, materials, and actions are aligned with company policies and standards.
Requirements:
- Education: Bachelor's degree preferred, or equivalent experience in a similar role.
- Experience: 8-15 years in an executive or administrative support role, preferably in a corporate or high-level professional setting.
Skills:
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Excellent organizational, multitasking, and time-management skills.
- Strong written and verbal communication abilities.
- High level of discretion, integrity, and professionalism.
- Learning Agility
Preferred Qualifications:
- Experience in managing projects or supporting multiple executives.
- Familiarity and ease with softwares.
- Adaptability in fast-paced or high-pressure environments.
