Executive Assistant To Director

Role & responsibilities

Executive Assistant (EA)

Key Responsibilities

Executive & Administrative Support

• Manage complex and dynamic calendars, including scheduling internal and external meetings across multiple time zones.
• Act as the primary gatekeeper, screening and prioritizing incoming communications (calls, emails, mail) to ensure the CEO/Director focuses on strategic priorities.
• Organize and coordinate extensive domestic and international travel logistics, including visas, flights, accommodation, and detailed itineraries.
• Prepare and edit correspondence, communications, presentations, and other documents for executive use.
• Handle confidential information with the utmost discretion and integrity.

Specialization & Management

• Time Management & Workflow:

  Implement and maintain best-practice time management systems for the executives, ensuring optimal scheduling and preparation for all commitments.

• Email Management (Inbox Triage):

  Masterfully manage executive inboxes, including drafting responses, archiving, flagging priority items, and ensuring all follow-up actions are tracked and completed promptly.

• Project Management Support:

  Provide project coordination and tracking for key strategic initiatives, monitoring deadlines, compiling progress reports, and liaising with department heads.
• Requirement: Must demonstrate proficiency in utilizing modern project management software (e.g., Asana, Jira, Trello).

Financial & Technical Proficiency

• Expert-Level Microsoft 365 Skills:

  Demonstrate

  full proficiency

  in the Microsoft 365 suite, with an emphasis on

  Excel Spreadsheets

  for complex data tracking, reporting, and dashboard creation.
• Prepare expense reports, manage invoices, and track budget utilization for the executive offices.

Stakeholder Engagement

• Serve as the professional liaison between the CEO/Director and key internal and external stakeholders, including board members, investors, partners, and high-profile clients.
• Coordinate and prepare materials for Board meetings, investor relations, and quarterly business reviews.

Required Qualifications & Certifications

• Experience:

  Minimum of 6

  years

  of Executive Assistant experience, with at least 4

  years

  exclusively supporting a

  CEO or Managing Director

  within a mid-to-large-sized organization (minimum 50 employees).

• Verification:

  Candidate must provide

  verifiable reference experience

  with larger organizations at the executive C-Suite level.

• Education:

  MBA degree preferred, Bachelor's is mandatory. Relevant professional training and certifications are highly valued.

• Mandatory Certifications/Skills:

• Certification in

  Project Management

  (e.g., PMP, PRINCE2 Foundation, AGILE, LEAN, or equivalent demonstration of formal project management knowledge).
• Demonstrable expertise and/or Certification in

  Time Management / Productivity Systems

  (e.g., formal training, GTD methodology certification, or similar accredited courses).
• Advanced certification/training in

  Microsoft Excel

  .