SUMMARY:
Our client is looking for a highly organized Executive Assistant to support their Executive leadership team.

The ideal candidate will have a minimum of 3-5 years of relevant experience in providing high-level administrative support. The Executive Assistant will play a crucial role in ensuring the smooth operation of the executive office and will be responsible for managing schedules, coordinating meetings, handling confidential information, and assisting with various administrative tasks. This role also includes the responsibility of acting as the receptionist, managing front-desk operations and providing a welcoming and professional environment for all visitors. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a proactive approach to managing executive schedules and reception tasks.

POSITION INFO:

KEY RESPONSIBILITIES:

• Efficiently manage and organize executive calendars, scheduling meetings, appointments, and conferences.
• Coordinate and prioritize appointments, ensuring optimal time utilization and minimal conflicts.
• Proactively manage changes to schedules and communicate adjustments to relevant parties. 

Meeting Coordination:

• Arrange and coordinate internal and external meetings, including logistics, invitations, agendas, and follow-up actions.
• Prepare meeting materials, presentations, and reports as needed.
• Record and distribute meeting minutes and action items, ensuring accountability and timely completion.

Communication and Correspondence:

• Screen and prioritize incoming communications, including emails, phone calls, and other correspondence.
• Draft, edit, and proofread various documents, including emails, memos, reports, and presentations.
• Maintain effective communication channels between executives and internal/external stakeholders.

• Coordinate travel arrangements, including booking flights, accommodations, transportation, and visas.
• Create detailed itineraries if required and provide necessary travel information to executives.

• Handle sensitive and confidential information with discretion and professionalism.
• Maintain organized electronic and physical filing systems, ensuring easy retrieval of documents. 

Relationship Building:

• Establish and maintain positive relationships with internal and external stakeholders, acting as a point of contact for executives.

• Anticipate and address potential scheduling conflicts, logistical challenges, and other issues to ensure seamless operations. 

Receptionist Responsibilities:

• Greet and welcome visitors, ensuring a professional and friendly atmosphere.
• Manage incoming phone calls, direct calls to appropriate personnel, and take accurate messages.
• Manage incoming and outgoing mail and packages.
• Order office supplies as and when needed.

• Relevant diploma / certificate/ degree
• 3-5 years of proven experience as an Executive Assistant.
• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Exceptional organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize tasks, work under pressure, and meet deadlines.
• Demonstrated discretion and professionalism when handling confidential information.
• Strong problem-solving skills and ability to think critically.
• Proactive attitude with a high level of initiative.
• Flexibility to adapt to changing priorities and responsibilities.