Executive Assistant

Executive Assistant

Function Purpose

The Executive Assistant function in our insurance broking company plays a crucial role in providing comprehensive administrative and operational support to the Director. This function ensures effective coordination, communication, and assistance to enhance the productivity and efficiency of top management.

Role Purpose

The purpose of the Executive Assistant role is to serve as a key liaison between the Director, CEO, and various internal and external stakeholders. The role involves managing schedules, organizing meetings, handling confidential information, and facilitating seamless communication to enable optimal decision-making and execution of strategic initiatives.

Key Expectations of the Role

1.Calendar and Schedule Management

• Efficiently manage and coordinate the Director's calendars, schedules, and appointments.
• Prioritize and arrange meetings, ensuring optimal time management and alignment with strategic objectives.

2.Communication and Correspondence

• Facilitate effective communication between the Director and internal/external stakeholders by managing emails, letters, and phone calls.
• Draft and proofread correspondence on behalf of the Director, ensuring accuracy and professionalism.

3.Meeting Coordination and Documentation

• Organize, coordinate, and document meetings, ensuring all necessary materials and documents are prepared and distributed in advance.
• Record minutes of meetings and follow up on action items to support efficient decision-making and project execution.

4.Confidential Information Management

• Maintain strict confidentiality in handling sensitive information related to the Director and organizational matters.
• Safeguard and manage confidential documents and data in a secure and organized manner.

5.Travel and Itinerary Management

• Arrange travel logistics, including flights, accommodations, and transportation, for the Director.
• Create detailed travel itineraries and ensure smooth travel experiences.

6.Financial Analysis & Reporting

7.Industry & Insurance Product Analysis

8.Executive Assistance & Strategic Planning

9.Compliance & Risk Management

10.Budgeting & Forecasting

11.

Competencies Required for the Role

1.Organizational Skills

• Possesses strong organizational abilities to efficiently manage multiple tasks, deadlines, and priorities.
• Demonstrates attention to detail in coordinating complex schedules and activities.

2.Communication and Interpersonal Skills

• Exhibits excellent written and verbal communication skills to effectively interact with diverse stakeholders.
• Demonstrates a high level of professionalism, tact, and diplomacy in all interactions.

3.Time Management and Prioritization

• Efficiently manages time and priorities, ensuring the Director's schedules are optimized for productivity and effectiveness.
• Demonstrates the ability to handle urgent matters and adapt to changing priorities.

4.Adaptability and Flexibility

• Adapts quickly to changes in priorities, schedules, and organizational needs.
• Remains flexible and open to adjusting plans as required in a fast-paced work environment.

5.Interpersonal Skills

Personal Qualifications

• Educational Background

  : MBA Degree or CA Degree is must.

• Experience

  : Prior experience in executive assistant roles or administrative positions supporting senior management is advantageous.

• Confidentiality and Ethics

  : Upholds high standards of confidentiality, ethics, and integrity in handling sensitive information and interactions.

• Technology Proficiency

  : Proficient in using office productivity software (Microsoft Office, Google Workspace) and calendar management tools.

Experience

3-6 Years