Executive Assistant

This role is for one of the Weekday's clients

Executive Assistant

Requirements

Key Responsibilities:

• Executive Calendar Management:
• Manage complex executive calendars, ensuring effective prioritization of appointments, meetings, and events.
• Coordinate with internal teams, clients, and external stakeholders to schedule meetings without conflicts.
• Anticipate scheduling needs and proactively adjust for last-minute changes.
• Provide reminders and prepare executives with agendas, notes, and briefing materials prior to meetings.
• Travel Management:
• Organize domestic and international travel, including flights, accommodations, visas, ground transportation, and itineraries.
• Ensure cost-effective travel arrangements aligned with company policies.
• Anticipate and resolve travel-related challenges, rescheduling promptly when required.
• Prepare detailed travel packs with itineraries, documents, and contact information.
• Office Administration:
• Oversee daily office operations, ensuring smooth functioning of administrative processes.
• Coordinate office supplies procurement, vendor management, and basic facility management needs.
• Assist in organizing company events, workshops, and team activities.
• Act as the first point of contact for internal and external stakeholders, ensuring professional communication and correspondence.
• Meeting Coordination & MOM (Minutes of Meeting):
• Organize, prepare, and coordinate meetings, including logistics, documentation, and agenda distribution.
• Accurately record and distribute Minutes of Meeting (MOM), capturing action points, responsibilities, and deadlines.
• Follow up on action items to ensure timely execution and accountability.
• Support executives in preparing presentations, reports, and meeting materials.
  

Skills & Competencies:

• Proven experience in executive calendar and travel management.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling tools.
• Ability to draft, proofread, and format professional documents.
• Strong interpersonal skills and the ability to work with diverse teams and stakeholders.
• High degree of confidentiality, discretion, and professionalism.
• Problem-solving mindset with a proactive and adaptable approach.
  

Qualifications & Experience:

• Bachelor's degree in Business Administration, Management, or a related field (preferred).
• 2-7 years of relevant experience as an Executive Assistant, Personal Assistant, or in a similar administrative role.
• Experience in supporting senior executives or leadership teams in fast-paced environments.