executive assistant

Reports To: Vice President

Job Summary

The role requires excellent organizational skills, professionalism, discretion, and the ability to work effectively in a fast-paced environment.

Key Responsibilities

• Manage and maintain the Vice President's calendar, appointments, meetings, and travel arrangements.
• Screen phone calls, emails, and correspondence, and prioritize matters requiring attention.
• Prepare, edit, and proofread reports, presentations, memos, letters, and other business documents.
• Organize and maintain confidential files, records, and documents.
• Monitor deadlines and follow up on action items to ensure timely completion.

• Schedule and coordinate internal and external meetings.
• Prepare meeting agendas, minutes, and supporting materials.
• Track decisions, action plans, and commitments arising from meetings.
• Coordinate executive events, conferences, and business functions.

• Serve as a liaison between the Vice President and internal departments, clients, vendors, and business partners.
• Facilitate effective communication and information flow across the organization.
• Handle inquiries and resolve administrative issues on behalf of the Vice President when appropriate.

• Compile data and prepare reports, presentations, and executive summaries.
• Assist in monitoring departmental performance indicators and business objectives.
• Maintain accurate records of executive activities and correspondence.

• Assist in the planning and execution of special projects and company initiatives.
• Coordinate with department heads to gather information and monitor project progress.
• Support the Vice President in strategic planning and operational activities.

• Handle sensitive and confidential information with the highest level of discretion.
• Ensure compliance with company policies, procedures, and regulatory requirements.
• Safeguard company records and executive communications.

• Bachelor's Degree in Business Administration, Management, Communications, or a related field.
• At least 3–5 years of experience as an Executive Assistant, Administrative Assistant, or similar role supporting senior executives.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong interpersonal and problem-solving skills.
• Ability to work independently and under pressure with minimal supervision.

• Professionalism and Integrity
• Attention to Detail
• Confidentiality and Discretion
• Organizational and Planning Skills
• Communication and Interpersonal Skills
• Time Management
• Initiative and Proactiveness
• Adaptability and Flexibility

• Timely completion of executive tasks and reports.
• Accuracy of documentation and records.
• Effective calendar and meeting management.
• Timely follow-up and closure of action items.
• Quality of communication and coordination support.
• Compliance with confidentiality and company policies.