Executive Assistant

The Executive Assistant will act as a liaison between the executives and other stakeholders, manage schedules, coordinate high-level meetings, and ensure the seamless operation of day-to-day activities for the executive team.

Key Responsibilities:

1. Executive Support:

• Provide high-level administrative support to the executives, managing their calendars and other correspondences with discretion and professionalism.
• Coordinate and schedule meetings, appointments, and events, ensuring optimal time management for both executives.
• Prepare and organize materials, reports, presentations, and other documents for executive meetings.

1. Communication Liaison:

• Act as the primary point of contact between the executives and internal/external stakeholders, including employees, clients/investors, and partners.
• Draft and proofread correspondence on behalf of the executives, including emails, memos, and presentations.
• Screen and prioritize concerns and inquiries, ensuring timely responses or appropriate delegations.

1. Project Management:

• Assist with tracking and managing key projects and initiatives led by the executives, ensuring deadlines and deliverables are met.
• Coordinate with internal teams, external vendors, and third-party organizations to facilitate project progress.
• Maintain project documentation and status updates, providing reports as needed.

1. Meeting and Event Coordination:

• Organize logistics for meetings, conferences, and executive events, including arranging travel, accommodations, and transportation.
• Prepare agendas, meeting notes, and follow-up action items to ensure effective execution and follow-through on decisions.
• Ensure executives are fully prepared for meetings and events, anticipating needs and providing relevant background information.

1. Travel Coordination:

• Arrange domestic and international travel, including flights, hotels, car services, and itineraries.
• Ensure all travel arrangements align with executives’ schedules and priorities.

1. Office Management and Coordination:

• Manage office supplies and resources, ensuring the smooth operation of the executive office.
• Maintain filing systems, both physical and digital, and ensure timely access to important documents.
• Handle routine office management tasks, including maintaining office equipment and systems.

1. Strategic Support:

• Conduct research and prepare summaries or briefings on industry trends, market insights, and competitive analysis to support executive decision-making.
• Assist with strategic planning and implementation by tracking goals and providing relevant updates.

1. Performs other related tasks that may be assigned from time to time.

• Bachelor’s degree in Business Administration, Management, or related field
• At least 5 years of experience in a similar executive assistant or administrative role
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and other productivity tools
• Ability to work independently and take initiative in a fast-paced, evolving environment
• Strong interpersonal skills and the ability to work with a diverse range of individuals and teams
• Discretion and the ability to handle confidential matters with professionalism
• Proactive, detail-oriented, and able to prioritize effectively
• High level of emotional intelligence and adaptability
• Ability to maintain composure and professionalism under pressure
• Strong problem-solving skills and a solutions-oriented mindset