Job Summary:
As an Executive Assistant, you will provide high-level administrative support to the executive team, ensuring the efficient and effective operation of the office. You will be responsible for managing complex calendars, coordinating meetings, preparing reports, handling confidential information, and liaising with internal and external stakeholders.
Key Responsibilities:
- Calendar Management: Manage and maintain the executive’s schedule, including organizing meetings, appointments, and travel arrangements.
- Communication: Act as the primary point of contact between the executive and internal/external
stakeholders. Handle correspondence, emails, and phone calls promptly andprofessionally. - Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
- Travel Arrangements: Plan and book travel, accommodations, and itineraries for theexecutive team,
ensuring seamless travel experiences. - Document Management: Prepare, edit, and format documents, reports, and presentations.Maintain
accurate records and filing systems. - Confidentiality: Handle sensitive and confidential information with the utmost discretion and
professionalism. - Office Management: Oversee office operations, including ordering supplies, managing office equipment, and coordinating with vendors.
- Project Support: Assist with special projects, research, and initiatives as required by theexecutive
team. - Expense Management: Prepare and process expense reports, ensuring compliance withcompany
policies. - Relationship Building: Build and maintain strong relationships with key stakeholders, both internally and externally.
- Event Coordination: Plan and execute company events, meetings, and conferences, including logistics, catering, and venue selection.
Requirements
- Education: Bachelor’s degree in Business Administration, Communications, or a related field.
- Experience: Minimum of 1 – 2 years of experience as an Executive Assistant or in a similar role, preferably in a fast-paced corporate environment.
- Skills:
o Exceptional organizational and time-management skills.
o Strong written and verbal communication skills.
o Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
o Ability to handle multiple tasks and prioritize effectively.
o High level of discretion and confidentiality.
o Excellent interpersonal and relationship-building skills.
Attributes:
o Proactive and self-motivated with a “can-do” attitude.
o Detail-oriented with a focus on accuracy and quality.
o Ability to work under pressure and meet tight deadlines.
o Flexibility to adapt to changing priorities and work demands.