Executive Assistant (Business Operations)

Job Description

Key Responsibilities: Executive Support: Manage calendars, coordinate meetings, and handle travel arrangements for Director. Prepare and organize materials for meetings, presentations, and events. Serve as a point of contact for internal and external stakeholders on behalf of Director. Draft, proofread, edit and send reports, emails, and other documentation pertaining to Sourcing of the products and Sales on behalf of the Director. Operational Coordination: Support business operations by assisting with data analysis, reporting, and tracking key performance metrics of Business Development, Sales and Operations Departments. Assist with project management tasks, including planning, scheduling, and follow-up on action items. Collaborate with cross-functional teams to ensure timely execution of strategic initiatives. Communication & Stakeholder Management: Communicate effectively with internal teams, clients, and vendors to support operational activities. Assist in managing communications between Director and stakeholders to foster positive relationships. Support HR functions, including onboarding new team members, organizing team events, and managing employee engagement initiatives. Documentation & Records Management: Maintain comprehensive and organized records for all executive and operational documents. Ensure documentation is updated, archived, and easily accessible for quick reference. Track project milestones and deliverables, reporting progress to the executive team regularly. Process Improvement: Identify and implement improvements to optimize administrative processes and workflows. Assist in developing standard operating procedures to streamline operational tasks and enhance productivity. Preferred candidate profile Education: Bachelors degree in Business Administration, Operations Management, or a related field preferred. Experience: Minimum of 3-5 years of experience as an Executive Assistant or similar role in business operations, preferably in a fast-paced or startup environment. Skills: Excellent organizational, time management, and multitasking skills. Strong written and verbal communication abilities. High proficiency in MS Office Suite, Google Workspace, and project management tools (e.g., Asana, Trello). Familiarity with data analysis tools and CRM software is a plus. Other Attributes: High level of discretion, professionalism, and confidentiality. Ability to work independently, anticipate needs, and exercise sound judgment. A proactive attitude, with an eagerness to contribute to company goals. Perks and benefits Competitive salary and benefits package. Opportunities for professional growth and career advancement. Engaging and collaborative work culture. Flexible work environment with potential for hybrid work.