Executive Assistant

Job Summary

We are looking for a highly organized, self-driven, and proactive Executive Assistant who can operate as an extension of leadershipensuring business priorities, operations, and projects move forward seamlessly. This role demands a go-getter mindset, the ability to anticipate needs, and the confidence to take charge in driving execution without waiting for direction.

You will be responsible for coordinating cross-functional activities, ensuring timely follow-ups, managing reporting, and supporting operational and strategic initiatives, while making sure progress and decision-making continue seamlessly even in the absence of leadership. The ideal candidate will combine strong organizational skills with the initiative and resilience needed to deliver results in a fast-paced environment.

Key Responsibilities

1. Follow-ups & Execution Coordination

• Own the follow-up process on tasks assigned to team members, ensuring they progress as planned and are completed on time.
• Drive timely delivery of client outputs, monitor feedback, and coordinate follow-up actions as required.
• Identify and resolve roadblocks by diagnosing leadership or process-related challenges.
• Act as a bridge between leadership, employees, and external stakeholders to facilitate execution.
• Maintain accountability across teams by tracking action items and escalating when necessary.

2. Project Management

• Ensure client-related projects meet timelines and expectations, addressing concerns proactively.
• Plan, track, and execute projects to align with business objectives.
• Work closely with various departments to streamline implementation and workflow integration.
• Monitor project progress, manage timelines, and provide regular updates to leadership.
• Identify risks, propose solutions, and ensure project continuity without requiring constant leadership input.
• Assist in the development and refinement of business processes for improved efficiency.

3. Operational Coordination & Support

• Ensure smooth execution of operational and cross-departmental activities.
• Facilitate communication and coordination between teams to improve efficiency.
• Identify gaps in processes and proactively address them to prevent delays.
• Support process optimization and implementation of workflow improvements.

4. Reporting & Documentation

• Compile and maintain reports, company records, and project documentation.
• Organize data, develop dashboards, and track key performance metrics.
• Ensure accurate and timely reporting for informed decision-making.

5. Strategic and Other Responsibilities

• Support the rollout of new initiatives that enhance business performance and operational efficiency.
• Take responsibility for high-priority or time-sensitive tasks, ensuring they are completed accurately and on schedule.
• Manage professional and personal scheduling for leadership to optimize time allocation.
  

Skills & Qualifications

• Experience:

  27 years in Executive Assistance, Operations, or Project Management roles.

• Leadership Continuity:

  Proven ability to take initiative, drive outcomes, hold teams accountable, and maintain momentum in the absence of leadership.

• Technical Skills:

Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).

Familiarity with productivity and automation tools (including AI-based tools where relevant).

Experience with project management platforms (ClickUp, Asana, Trello) and BI tools (Power BI, Tableau).

• Communication:

  Exceptional verbal and written communication skills; confident in engaging with clients and stakeholders.

• Self-Motivation:

  Ability to work independently, anticipate needs, and take ownership of outcomes.

• Problem-Solving:

  Proactive approach to identifying and resolving challenges.

• Professionalism:

  Discreet handling of sensitive information and strong representation of the company.