Executive Assistant

Position Overview: 

We are seeking a highly organized and proactive Executive Assistant to join our team. As an Executive Assistant, you will be responsible for providing comprehensive administrative and support services to the executive team, ensuring the seamless execution of daily operations, strategic initiatives, and stakeholder coordination. Your role will require exceptional organizational, communication, and problem-solving skills, along with the ability to work independently and manage multiple priorities effectively. 

Key Responsibilities:

1. Administrative Support:

• Manage and prioritize incoming communications, including emails, phone calls, and written correspondence.

• Prepare and edit documents, reports, and presentations.

• Schedule and organize meetings, including agendas, materials, and minutes.

• Arrange domestic and international travel, including accommodations, itineraries, and visa processing.

2. Calendar & Time Management:

• Efficiently manage the executive's calendar, scheduling appointments and prioritizing meetings.

• Anticipate needs for meeting preparation and deadlines, ensuring timely reminders.

3. Client and Vendor Relations:

• Serve as a primary point of contact for external clients, vendors, and partners.

• Handle inquiries and requests, often coordinating responses with other departments.

4. Project Coordination:

• Support project planning and execution, tracking milestones, and follow-up actions.

• Assist with creating and maintaining project documentation and updates for executive review.

5. Confidentiality and Discretion:

• Handle sensitive information with the highest level of confidentiality and professionalism.

• Manage and organize confidential files and information.

6. Event and Meeting Planning:

• Organize executive and company events, team meetings, and conferences, coordinating logistics, accommodations, and catering.

• Prepare meeting agendas, take detailed notes, and track action items.

7. Research and Reporting:

• Conduct research and gather data for reports, presentations, and decision-making.

• Compile and analyze information for reports on a variety of topics.

 8. Special Projects:

• Undertake ad-hoc projects as directed by the executive team, adapting to new priorities as they arise.

• Continuously improve office operations and support functions.

 9. Required Skills & Qualifications:

Education: Bachelors degree in Business Administration, Communications, or a related field (preferred but not mandatory).

Experience: 3-5 years of experience in an executive assistant or senior administrative role.

Skills:

• Strong written and verbal communication skills.

• Excellent organizational skills and attention to detail.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Sheets.

• Ability to prioritize tasks and meet deadlines with minimal supervision.

• Adaptability and willingness to take on diverse responsibilities.

10. Preferred Qualities:

• High degree of professionalism and reliability.

• Positive attitude and proactive approach.

• Ability to work well both independently and in a team environment.