Executive Assistant

Position Overview

Provide high level administrative support to executives or other senior leaders in the company. This role is vital in ensuring the smooth functioning of the executive’s day-to-day activities, handling a variety of tasks that help improve the executive’s efficiency and productivity.

Key Outcomes

1. Increased executive productivity by managing calendars, scheduling meetings, and organizing travel. The executive assistant ensures that the executive can focus on high-level decision-making and strategic tasks without being bogged down by routine administrative duties.
2. Efficient communication. Acting as a gatekeeper, the executive assistant handles correspondence, manages emails, phone calls, and messages, ensuring timely and effective communication both internally and externally.
3. Streamlined operations by organizing files, documents, and meeting materials ensures that all necessary information is readily available, helping to avoid delays and miscommunications.
4. Effective time management by prioritizing tasks and managing schedules efficiently leads to optimal use of the executive's time, ensuring that urgent tasks are addressed first and that the executive’s day is well-structured.
5. Improved coordination by ensuring that all logistical elements of meetings, travel, and projects are seamlessly coordinated, which minimizes disruption and ensures smooth operations.
6. Enhanced decision-making support by preparing reports, agendas, and presentations in a timely and organized manner gives the executive the necessary tools to make well-informed decisions quickly.
7. Confidentiality and trust by handling sensitive information with discretion builds trust with the executive, ensuring that important matters are kept private and managed with care.

Primary Duties and Responsibilities

1. Organize and maintain the executive’s calendar, ensuring appointments, meetings, and events are scheduled appropriately.
2. Prioritize meetings and manage conflicts to ensure the executive’s time is used effectively.
3. Serve as the main point of contact for internal and external communication, including phone calls, emails, and messages.
4. Draft and respond to emails or letters on behalf of the executive.
5. Coordinate all travel details, including flight bookings, hotel accommodations, transportation, and creating detailed itineraries.
6. Ensure that the executive has all necessary travel documents.
7. Prepare meeting agendas, presentations, and any required documents.
8. Take meeting minutes, summarize action items, and ensure follow-up on tasks.
9. Ensure meetings are well organized, with all necessary resources in place.
10. Maintain and organize both physical and digital files, ensuring documents are easy to locate and accessible.
11. Prepare and edit reports, presentations, and other documentation as needed.
12. Organize company events, conferences, and special meetings, ensuring all logistical aspects are handled.
13. Handle sensitive information and documents with discretion and ensure confidentiality is maintained.
14. Assist with ad-hoc tasks, personal errands, and other duties as required by the executive.

Selection Criteria

Essential

1. A degree in business administration, management, or a related field is preferred.
2. 1-2 years’ experience in an executive assistant position.
3. High proficiency in office software (Microsoft Office Suite).
4. Familiarity with virtual meeting platforms (e.g., Microsoft Teams, Zoom) and other communication tools.
5. Excellent relationship management skills.
6. Highly adept at working across all levels of a business including executive management, C-suite.
7. Able to communicate in proper English.