Executive Assistant in Executive Office

SUMMARY:
We are seeking an experienced and highly organized Executive Assistant to support our 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.
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:
 
Calendar Management:

• 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.

• 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.

• 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.

• 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.

• Other reasonable assistant responsibilities

• 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.