Executive Assistant

Job Title:

Job Overview

The Executive Assistant will provide high-level administrative and operational support to the Vice Chairman, ensuring effective calendar management, communication handling, travel coordination, and project assistance. This role requires exceptional organizational skills, discretion, and the ability to manage competing priorities while maintaining professionalism.

Key Responsibilities

1. Calendar & Schedule Management

• Proactively manage and organize the Vice Chairman’s calendar, including appointments, meetings, and travel schedules.
  
• Ensure key meetings, appointments, and deadlines are met.
  
• Coordinate and prioritize scheduling requests to balance competing demands.
  

2. Communication Liaison

• Serve as the primary point of contact between the Vice Chairman and internal/external stakeholders.
  
• Draft, review, and manage correspondence, including emails, calls, and official communications.
  
• Ensure timely and appropriate responses to inquiries.
  

3. Meeting & Event Coordination

• Organize and coordinate meetings, conferences, and events.
  
• Handle agendas, presentations, travel arrangements, and post-event follow-ups.
  
• Record meeting minutes and track action items for follow-through.
  

4. Project & Report Support

• Prepare reports, presentations, and documents as required.
  
• Provide research support and compile information for strategic decision-making.
  
• Assist in project execution, ensuring timelines and deliverables are met.
  

5. Travel Coordination

• Arrange complex international and domestic travel, including flights, hotels, and transport.
  
• Prepare detailed itineraries and travel documentation.
  

6. Confidentiality & Discretion

• Manage sensitive and confidential information with the utmost discretion.
  
• Protect the Vice Chairman’s time by filtering and prioritizing information flow.
  

7. Administrative Support

• Manage office supplies, equipment, and document filing systems.
  
• Assist with onboarding new team members and maintain internal communication systems.
  
• Oversee personal portfolio management (e.g., house rents, credit card payments, utility bills).
  

8. General Assistance

• Provide support to the Managing Director for administrative or personal tasks.
  
• Coordinate guest relations and internal departmental communications.
  

Competencies & Skills

• Strong organizational and time management skills.
  
• Excellent verbal and written communication abilities.
  
• High attention to detail and a proactive problem-solving approach.
  
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
  
• Ability to handle sensitive information with professionalism and sound judgment.
  

Experience & Qualifications

• Experience:

  Minimum 4 years in an executive assistant or senior administrative role, preferably supporting top leadership.

• Expertise:

  Managing complex schedules, arranging international travel, and handling confidential matters.

• Education:

  Management graduate or professional specialization in Business Administration, Management, or related field.