Executive Assistant

The Executive Assistant/Office Manager at Violet InfoSystems plays a pivotal role in supporting the executive team, ensuring efficient and smooth day-to-day operations of the company. This role demands exceptional organizational skills, the ability to handle sensitive information with discretion, and a strong aptitude for managing complex schedules and administrative tasks.

Key Responsibilities:

Administrative Support:

• Manage and organize calendars, including scheduling appointments, meetings, and travel arrangements for executives.
• Handle correspondence, including drafting emails and letters, managing incoming mail, and ensuring timely responses.

Calendar Management of Director:

• Proactively manage the Director's calendar, balancing strategic priorities and urgent tasks, while ensuring optimal allocation of their time.
• Coordinate with other departments and external stakeholders to schedule meetings, events, and conferences, ensuring seamless integration into the Director's schedule.
• Anticipate and resolve scheduling conflicts, and provide reminders for upcoming commitments.

Communication Management:

• Act as the first point of contact for internal and external stakeholders on matters about the executive team.
• Coordinate and facilitate communication between departments and external parties, ensuring clarity and efficiency.

Meeting and Event Coordination:

• Organize and prepare for meetings, including setting agendas, preparing materials, and ensuring technology setup for virtual meetings.
• Take minutes during meetings and follow up on action items.

Project Management:

• Assist in managing projects, coordinating with different teams, and ensuring project deadlines are met.
• Provide support in project-related research and presentation preparation.

Document Management and Reporting:

• Prepare and edit documents such as reports, memos, and presentations.
• Maintain a filing system for sensitive and confidential company documents.

Financial Management:

• Assist with expense reporting and budget tracking for the executive team.
• Handle invoicing and liaise with the finance department for approvals and processing.

Qualifications and Skills:

• Proven experience as an executive assistant or similar administrative role.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills, with a proven ability to prioritize and handle multiple tasks.
• Proficiency in Microsoft Office Suite and familiarity with other business tools and software.
• Discretion and confidentiality are imperative.

Education:

• Bachelor's degree in business administration, Communications, or related field preferred.

Additional Requirements:

• Ability to work under pressure and meet tight deadlines.
• Adaptability to changing business needs and environments