Executive Assistant

Job Profile Summary:

The Executive Assistant (EA) will work closely with senior management to support and facilitate daily activities. The role requires a proactive individual with excellent communication and organizational skills, capable of handling a variety of tasks while maintaining confidentiality and professionalism.

Key Responsibilities:

1. Administrative Support:
   • Manage and maintain executives' schedules, including meetings, appointments, and travel arrangements.
   • Prepare, proofread, and edit documents and presentations.
   • Handle incoming calls, emails, and correspondence, filtering and prioritizing important matters.
   • Coordinate logistics for meetings, conferences, and events, including booking venues, preparing materials, and ensuring timely follow-up.
     
2. Communication and Liaison:
   • Serve as the primary point of contact between the executive and internal/external stakeholders.
   • Act as a liaison for the executive, managing requests, and ensuring clear communication across departments and teams.
   • Prepare and send communications, both internal and external, on behalf of the executive.
     
3. Project Management:
   • Assist in the planning, organizing, and execution of projects as directed by the executive.
   • Track deadlines, follow up on project milestones, and ensure the timely completion of key initiatives.
   • Coordinate with various departments or teams to ensure the progress of tasks and projects.
     
4. Document Management:
   • Organize and maintain confidential and sensitive files, records, and documents.
   • Ensure that all materials are properly archived and accessible when needed.
   • Prepare reports, agendas, and meeting minutes, and ensure distribution to relevant parties.
     
5. Travel and Logistics Coordination:
   • Arrange domestic and international travel, including flight, hotel, transportation, and itinerary management.
   • Ensure travel documentation (such as visas) is up-to-date and complies with the executive's travel needs.
     
6. Financial Administration:
   • Manage expense reports, purchase orders, and budget tracking.
   • Process invoices, reimbursements, and assist in tracking office supplies and other purchases.
     
7. Confidentiality and Professionalism:
   • Handle confidential information with discretion, professionalism, and in line with company policies.
   • Maintain a high level of professionalism in interactions with both internal and external stakeholders.
     
8. Other Duties:
   • Provide general administrative support as needed.
   • Participate in ad-hoc tasks and special projects as required by the executive.
     

Required Skills and Qualifications:

• Education: Bachelor’s degree or equivalent experience in business administration or related field.
  
• Experience: Minimum of 3-5 years in an administrative or assistant role, preferably supporting senior-level executives.
  
• Skills:
  • Excellent written and verbal communication skills.
  • Strong organizational and time-management abilities.
  • High proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
  • Strong attention to detail and ability to multitask effectively.
  • Ability to work independently and under pressure with tight deadlines.
    
• Attributes:
  • Discretion and confidentiality.
  • Strong interpersonal skills.
  • Problem-solving attitude and proactive approach.
  • Flexibility and adaptability to changing priorities.
    

Preferred Qualifications:

• Experience working in a fast-paced, dynamic environment.
• Advanced knowledge of administrative processes and systems.