Key Responsibilities:
Calendar & Schedule Management:
Manage and organize
executive calendars
, schedule
meetings
,
appointments
, and
travel arrangements
efficiently.
Ensure all appointments are appropriately prioritized and executives are prepared for meetings.
Meeting & Event Coordination:
Coordinate
internal and external meetings
, conferences, and events.
Arrange meeting logistics, ensure venues are booked, and required resources are available (e.g., equipment, refreshments).
Set up
conference calls
and
video conferences
, ensuring smooth execution.
Point of Contact:
Act as the
point of contact
between executives,
clients
, and
internal teams
, ensuring clear and timely communication.
Handle phone calls, emails, and other forms of communication efficiently.
Meeting Support:
Prepare
meeting agendas
, take
minutes
, and
follow up on action items
to ensure timely completion.
Ensure all meeting materials are prepared in advance, including presentations and reports.
Expense & Invoice Management:
Support executives with
expense reports
,
timesheets
, and
invoice tracking
.
Ensure all financial documentation is submitted on time and accurately processed.
Document Management:
Organize and maintain emails, reports, and
documentation
for easy access and retrieval.
Ensure all key documents, reports, and records are maintained in an orderly fashion.
Assist in the preparation of
presentations
and
business reports
as needed.
Cross-Department Coordination:
Coordinate with the
HR department
and other internal teams to ensure smooth operations.
Support the executive team with any additional tasks or projects as required.
Travel Coordination:
Organize and manage
travel arrangements
for executives, including flight bookings, accommodation, transportation, and itineraries.
Ensure executives have all necessary information and resources for travel.
Additional Administrative Support:
Perform general office duties, such as filing, ordering supplies, and managing executive documentation.
Handle confidential information with discretion and professionalism.

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