Executive Assistant

Role & responsibilities

Position Overview:

The Executive Assistant will provide high-level administrative support to Managing Director. This role requires a proactive, organized, and detail-oriented individual who can manage a variety of tasks, including scheduling, communication, travel coordination, document preparation, and other administrative duties. The ideal candidate will be a strong communicator, able to multitask effectively in a fast-paced environment, and able to maintain confidentiality.

Key Responsibilities:

1. Administrative Support:

• Manage the executives calendar, scheduling meetings, appointments, and travel.
• Screen phone calls, emails, and other communications, directing them appropriately.
• Draft, review, and send communications on behalf of the executive.
• Prepare and proofread documents, reports, and presentations.
• Handle confidential information with discretion and professionalism.

2. Travel and Event Coordination:

• Arrange domestic and international travel, including flight bookings, hotel accommodations, and ground transportation.
• Organize logistics for meetings, conferences, and special events, ensuring all arrangements are in place.

3. Project Management:

• Assist in the management and tracking of ongoing projects.
• Create and maintain project timelines, ensuring deadlines are met and deliverables are achieved.
• Act as a liaison between the executive and various departments or stakeholders.

4. Meeting Preparation:

• Prepare agendas, attend meetings, and take minutes.
• Follow up on action items from meetings to ensure timely completion.

5. Office Management:

• Maintain office supplies, ensuring the executives office is organized and well-stocked.
• Coordinate with other departments and teams to ensure smooth day-to-day operations.

6. Communication:

• Serve as a key point of contact between the executive and internal/external stakeholders.
• Handle correspondence and requests on behalf of the executive in a professional and timely manner.

Qualifications and Skills:

• Education: Bachelors degree or equivalent experience.

• Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills.
• Exceptional written and verbal communication skills.
• Ability to work independently and as part of a team.
• Attention to detail and accuracy in all tasks.
• Ability to maintain confidentiality and handle sensitive information.
• Knowledge of project management tools is a plus.