Exeutive Assistant

Role & responsibilities

As an Executive Assistant, youll play a crucial role in ensuring the Directors day-to-day operations run smoothly. Your responsibilities will include managing and organizing the Directors calendar via Google Calendar, scheduling and coordinating meetings, and ensuring appointments are efficiently planned.

Youll provide comprehensive administrative support, including document preparation for meetings, presentations, and reports. Youll also be involved in drafting and editing communications and ensuring timely follow-up on action items from meetings.

Maintaining an organized filing system for easy document retrieval will be part of your duties, as will preparing and reviewing reports, presentations, and correspondence on behalf of the Director.

In this role, you will screen and prioritize emails, calls, and meeting requests. Youll act as the key point of contact between employees and the Director, ensuring timely and effective communication.

Youll also be responsible for preparing agendas, taking meeting minutes, and tracking follow-up action items for both internal and external meetings. Additionally, youll coordinate and facilitate meetings, conference calls, and virtual appointments, while ensuring that all deadlines are met by organizing and prioritizing tasks efficiently.

Another aspect of this role involves monitoring and managing facility management systems (FMS) tasks, keeping the Director updated on important issues.

We are looking for someone with experience managing communication and scheduling for senior management, and familiarity with office management tools and systems. The ideal candidate will have at least 2-3 years of experience as an Executive Assistant or in a similar role, and proficiency in Google Workspace (Google Calendar, Gmail, Docs, Sheets) is essential.

Excellent communication and interpersonal skills are a must, as well as strong organizational and multitasking abilities. High attention to detail and the ability to prioritize tasks efficiently are also crucial.

Professionalism and discretion in handling confidential matters are essential traits we are looking for in our ideal candidate.