Executive Assistant

Job Summary

The Executive Assistant is also expected to have a working knowledge of accounting processes to assist in financial monitoring, documentation, and coordination with the Accounting Department.

• Manage the President/CEO's calendar, appointments, meetings, and travel arrangements.
• Screen phone calls, emails, and correspondence; prioritize matters requiring immediate attention.
• Prepare reports, presentations, meeting agendas, minutes, and executive summaries.
• Draft business letters, memoranda, contracts, and other official correspondence.
• Monitor deadlines and ensure timely completion of executive deliverables.
• Organize and maintain confidential files, records, and executive documents.
• Coordinate with department heads regarding reports, updates, and action items.
• Track projects assigned by the President/CEO and monitor progress.
• Attend meetings as required and prepare accurate minutes of meetings.
• Follow up departments regarding pending reports and commitments.
• Handle confidential information with the highest level of integrity.

• Manage office supplies and administrative requirements for the Executive Office.
• Arrange company events, meetings, and executive appointments.
• Coordinate business travel, accommodations, and transportation.
• Prepare reimbursement requests and liquidation reports.
• Maintain proper filing systems (physical and digital).

• Assist in monitoring Accounts Payable (AP) and payment schedules.
• Coordinate with the Accounting Department regarding invoices, purchase requests, and payment documents.
• Review supporting documents before endorsement for approval.
• Monitor budget utilization for executive-approved expenditures.
• Assist in preparing expense reports and financial summaries.
• Maintain confidentiality of financial records and executive transactions.
• Ensure completeness of accounting-related documents before submission.

• Serve as liaison between the President/CEO and internal departments.
• Coordinate with clients, suppliers, government agencies, and business partners.
• Ensure timely dissemination of executive instructions.
• Monitor implementation of management directives.

• Conduct research and prepare reports for business decisions.
• Assist in company projects, policy implementation, and process improvements.
• Perform other tasks assigned by the President/CEO.

• Bachelor's Degree in Business Administration, Office Administration, Accountancy, Accounting Technology, Management, or any related field.

• At least 2–5 years of experience as an Executive Assistant, Administrative Assistant, or similar executive support role.
• Experience supporting top management or executives is an advantage.
• Experience in accounting or finance-related work is preferred.

Benefits:

• Additional leave
• Company events
• Employee discount
• Free parking
• Health insurance
• Life insurance
• On-site parking
• Opportunities for promotion
• Promotion to permanent employee

Work Location: In person