Executive Assistant

Key Responsibilities:

1. Calendar and Meeting Management

• Manage complex and ever-changing calendars for the CEO and COO, including scheduling internal and external meetings, conferences, and personal appointments.
• Coordinate and prioritize appointments, ensuring sufficient time for travel, preparation, and follow-up.
• Prepare and distribute agendas, meeting minutes, and relevant documentation.

1. Communication and Correspondence

• Screen and manage incoming calls, emails, and correspondence on behalf of the CEO and COO.
• Draft, edit, and proofread memos, letters, presentations, and reports.
• Serve as the first point of contact between the executive office and internal/external stakeholders.

1. Travel and Logistics Coordination

• Plan and manage all travel logistics, including flights, accommodations, transportation, and travel itineraries.
• Prepare travel expense reports and ensure compliance with company reimbursement policies.

1. Administrative and Office Support

• Maintain and organize confidential files and records.
• Monitor deadlines and follow up on pending matters to ensure timely completion.
• Assist with research, data analysis, and preparation of executive-level presentations and briefing materials.

1. Project Support and Coordination

• Support the planning, execution, and tracking of executive-led projects and initiatives.
• Coordinate with department heads and team leads to ensure deliverables are met.
• Track action items and provide regular status updates to the CEO/COO.

1. Event and Engagement Planning

• Organize and manage logistics for executive events, leadership meetings, board meetings, and special engagements.
• Coordinate company-wide initiatives and staff engagement events as needed.

1. Confidentiality and Professionalism

• Handle confidential information with discretion and uphold the highest standards of integrity.
• Represent the CEO and COO in a professional and courteous manner at all times.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field.
• Minimum of 3–5 years experience in an executive assistant or similar role, preferably supporting senior executives.
• Exceptional verbal and written communication skills.
• Strong organizational and time management abilities.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.
• Ability to work independently with minimal supervision and handle multiple priorities.
• High degree of professionalism, reliability, and discretion.

Working Conditions:

• Must be flexible and available outside of standard business hours when necessary.
• May occasionally travel with the CEO/COO for events or business functions.