Executive Assistant To Director

Job Description

Key Responsibilities: Calendar and Schedule Management: Efficiently manage the Directors calendar, scheduling and confirming all appointments and meetings in advance. Be the primary point of contact for scheduling, ensuring that vendors, contractors, and stakeholders coordinate directly for time slots. Proactively confirm all meetings with relevant parties before the start of each day to avoid conflicts or overlaps. Document daily and weekly agendas, making them accessible through a digital calendar. Share the Plan of Action (POA) with the Director at the start of each day to maintain clarity on priorities. Travel and Logistics Coordination: Plan and optimize travel itineraries to minimize commute time and ensure efficiency. Coordinate with drivers to ensure punctuality for all meetings and events. Handle travel arrangements including flights, accommodation, and ground transportation. Prepare detailed travel schedules and provide reminders to the Director. Personal and Event Management: Schedule personal appointments and coordinate with relevant parties as needed. Provide personal agenda reminders, ensuring the Director stays on top of commitments. Make sure the Director attends events on time, managing coordination with drivers and event organizers. Documentation and File Management: Maintain organized files (both digital and physical) related to meetings, projects, and personal matters. Ensure printing and documentation requirements are fulfilled promptly. Manage records of meeting minutes, notes, and key decisions, keeping them systematically organized for easy access. Communication and Coordination: Act as a liaison between the Director and internal/external stakeholders to communicate schedule changes or updates. Draft and respond to routine communications on behalf of the Director when necessary. Ensure clear and professional communication with vendors, clients, and internal teams. Event and Task Planning: Assist in organizing corporate and personal events, including logistics and coordination. Manage reminders and to-do lists to ensure timely completion of tasks.