Executive Assistant

Job Summary:

1. Administrative Support

• Manage the Directors calendar, schedule meetings, appointments, and travel arrangements.
• Organize and prepare documents, presentations, and reports for meetings.
• Draft, review, and proofread correspondence and official communications.
• Maintain filing systems (electronic & physical) and ensure easy retrieval of information.

1. Coordination & Communication

• Act as the first point of contact for internal and external communications addressed to the Director.
• Coordinate with department heads, staff, and external stakeholders on behalf of the Director.
• Ensure timely dissemination of information and follow-up on pending tasks.

1. Meeting & Event Management

• Prepare agendas, minutes, and action points for meetings.
• Assist in organizing board meetings, reviews, and corporate events.
• Track progress on follow-ups and ensure accountability across departments.

1. Confidential & Strategic Support

• Handle sensitive information with absolute confidentiality.
• Support in analysing data, preparing business presentations, and compiling MIS reports.
• Assist the Director in project management and special assignments.

1. Operational Assistance

• Monitor and manage office supplies, budgets, and expense reports for the Directors office.
• Coordinate travel itineraries, visa arrangements, and logistics.
• Provide personal assistance to the Director as required.

Qualifications & Skills:

• Graduate / Postgraduate in Business Administration, Management, or related field.
• 2-5 years of experience as Executive Assistant / Personal Assistant / Secretary to Senior Leadership.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong written & verbal communication skills.
• Excellent time management, organizational and multitasking abilities.
• High level of discretion, professionalism, and integrity.
• Ability to work independently and under pressure.

Key Competencies:

• Strong interpersonal & coordination skills.
• Analytical mind set with problem-solving ability.
• Attention to detail and accuracy.
• Flexibility and adaptability.
• Proactive approach with a sense of ownership.