Executive Assistant | Finance (IPG 25-008)

Job Overview:

The Executive Assistant will provide high-level administrative and operational support to Isla executives. This role involves managing schedules, coordinating meetings, preparing critical reports, and ensuring efficient communication between stakeholders. The ideal candidate will have excellent organizational skills, attention to detail, and the ability to handle confidential information with discretion.

Duties and Responsibilities:

Calendar Management:

1. Maintain and manage the schedules of the COO and CFO, ensuring optimal time management and avoiding conflicts.
2. Coordinate and arrange internal and external meetings, including logistics and agendas.

Communication:

1. Act as a liaison between the COO, CFO, and internal/external stakeholders.
2. Engage with visitors and external business partners of COO and CFO.
3. Screen and prioritize emails, calls, and other correspondence, ensuring timely and appropriate responses.
4. Draft memos, emails, and other correspondences for COO and CFO.

Documentation and Reporting:

1. Prepare, edit, and format documents, presentations, and reports as required.
2. Compile and analyze data to create actionable insights for executive decision-making.

Meeting Support:

1. Organize and manage meeting logistics, including booking venues, compiling pre-read, preparing materials & agenda, and recording minutes.
2. Follow up on action items to ensure timely execution.

Administrative Tasks:

1. Maintain filing systems, ensuring organization and easy retrieval of documents.
2. Handle travel arrangements, including booking flights, accommodations, and transportation.
3. Process expense reports and track budgets related to executive activities.
4. Handle confidential CPL and other inter-company correspondences and charges.

Special Projects:

1. Provide assistance on specific projects or initiatives led by the COO and CFO.
2. Conduct research and compile findings to support strategic decisions.
3. Monitor and follow through on other action items and important deadlines/due dates for COO and CFO.

Qualifications:

1. Bachelor’s degree in Business Administration, Management, or a related field.
2. Minimum of 3-5 years of experience as an Executive Assistant or in a similar role. Experience supporting senior executives is preferred.
3. Strong organizational and multitasking abilities.
4. Excellent written and verbal communication skills.
5. Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
6. Exceptional discretion and ability to handle confidential information.
7. Strong attention to detail and ability to work independently.

Competencies:

1. Organizational Skills: Ability to manage multiple tasks with high attention to detail.
2. Communication Skills: Excellent verbal and written communication for effective coordination and messaging.
3. Interpersonal Skills: Ability to build positive relationships with employees and external partners.
4. Confidentiality: Maintains discretion in handling sensitive information.
5. Proactivity: Takes initiative in identifying and addressing challenges.