executive assistant.

Job Summary:

The Executive Assistant (EA) provides high-level administrative support to the [CEO/Director], ensuring efficient operations and communication within the executive office. The EA will handle a wide range of responsibilities including managing schedules, coordinating meetings, preparing reports, and acting as a liaison between the executive and internal/external stakeholders.

Key Responsibilities:

1. Calendar Management:

1. Manage the executive's daily, weekly, and monthly calendar.
2. Schedule meetings, appointments, and travel arrangements, ensuring efficient time management.
3. Coordinate internal and external meetings, including preparation of materials, agendas, and follow-ups.

1. Communication & Correspondence:

1. Handle incoming and outgoing communications (emails, phone calls) on behalf of the executive.
2. Prioritize and screen communication, responding on behalf of the executive when required.
3. Draft, edit, and review emails, presentations, reports, and other forms of communication.

1. Travel Arrangements:

1. Organize domestic and international travel, including booking flights, accommodations, transportation, and visas.
2. Prepare detailed travel itineraries and ensure smooth logistical support during travel.

1. Meeting Coordination:

1. Plan and organize meetings, conferences, and special events.
2. Prepare agendas, take minutes, and ensure action items are followed up.
3. Liaise with internal and external stakeholders to confirm details and logistics.

1. Document Preparation:

1. Create and maintain reports, presentations, spreadsheets, and other documents as needed.
2. Conduct research and compile data for executive’s reference.
3. Maintain and organize important records and documents for the executive office.

1. Project Management:

1. Assist in coordinating and managing special projects, following through with key milestones.
2. Track deadlines and progress of executive-led initiatives.

1. Liaison Role:

1. Act as a point of contact between the executive and internal/external stakeholders.
2. Foster strong working relationships with key partners and teams across the company.

1. Confidentiality:

1. Handle all matters with the utmost discretion and confidentiality.
2. Ensure sensitive and confidential information is protected.

1. Administrative Tasks:

1. Manage office supplies, expense reports, and personal tasks related to the executive’s work.
2. Assist with personal errands and tasks, as needed.

Qualifications:

• Education: Gratuate/Post Graduate
• Experience: Minimum of 8 years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior executives.
• Skills:

• Exceptional organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and other relevant tools.
• Strong attention to detail and the ability to multitask.
• Ability to work under pressure and manage conflicting priorities.
• Discretion and trustworthiness in handling confidential information.

Preferred Qualities:

• Proactive problem-solver with the ability to anticipate needs.
• Strong interpersonal skills and a collaborative approach.
• Flexibility and adaptability in a fast-paced environment.
• Experience in managing complex travel arrangements and high-level meetings.