Executive Assistant

Job Description

Job Summary: We are seeking a highly organized and proactive Executive Assistant to support our CEO and top-level management team. The successful candidate will manage a variety of tasks including travel arrangements, expense handling, assistance in accounts and HR activities, payroll management, and vendor management. This role requires a high level of professionalism, confidentiality, and the ability to manage multiple priorities. Key Responsibilities: Travel Management: Plan and coordinate all travel arrangements for the CEO and top-level management, including flights, accommodations, and itineraries. Ensure all travel-related documents are in order and handle any travel-related issues or emergencies. Day-to-Day Cash/Expenses Handling: Manage day-to-day cash flow and handle petty cash. Process and track expense reports, ensuring accuracy and compliance with company policies. Assistance to Accounts: Support the accounts department with financial documentation and reporting. Assist in the preparation of invoices, budgets, and financial statements. Assistance in HR Activities: Assist the HR department with recruitment, onboarding, and employee records management. Coordinate and participate in HR meetings and activities as needed. Payroll Management: Oversee the payroll process, ensuring timely and accurate payroll execution. Handle payroll queries and resolve discrepancies in coordination with the HR and finance teams. Handling Employee Disputes: Work with the HR department to address and resolve employee disputes and grievances. Ensure effective communication and documentation of dispute resolution processes. Assistance to Top Level Management: Provide administrative support to top-level management, including scheduling meetings, managing calendars, and preparing meeting agendas and minutes. Handle confidential and sensitive information with discretion. Personal Secretary to CEO: Act as the primary point of contact for the CEO, managing communication and correspondence. Assist the CEO with personal tasks and errands as required. Tender Assistance: Support the preparation and submission of tender documents. Maintain records of tender submissions and follow up on tender processes. Documentation Management: Maintain and organize company documentation, ensuring easy retrieval and secure storage. Assist in the preparation and distribution of reports, presentations, and other documents. Vendor Management: Manage relationships with vendors and suppliers, ensuring timely delivery of goods and services. Negotiate contracts and handle procurement processes. Qualifications: Bachelor s degree in Business Administration, Management, or a related field. Proven experience as an executive assistant or in a similar administrative role. Strong organizational and time-management skills. Excellent verbal and written communication skills. Proficiency in Microsoft Office Suite and other relevant software. Ability to handle confidential information with integrity and professionalism. Strong problem-solving skills and attention to detail. Ability to work independently and as part of a team.