Executive Assistant

Job Summary:

The Executive Secretary provides high-level administrative support to [Executive’s Name/Title] and plays a key role in ensuring smooth business operations. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion. The Executive Secretary will manage daily schedules, communications, and support the executive’s agenda with a proactive and resourceful approach.

Key Responsibilities:

A) Calendar and Schedule Management:

1.        Organize and manage the executive’s calendar, prioritizing meetings, appointments, and deadlines.

2.        Ensure efficient time management by anticipating needs and setting up the agenda.

B) Communication and Correspondence:

1.        Serve as a primary point of contact for internal and external communications.

2.        Draft and review professional emails, letters, and documents, ensuring accuracy and adherence to company standards.

C) Meeting Coordination:

1.        Prepare and distribute agendas, presentations, and supporting materials for meetings.

2.        Record and distribute minutes, following up on action items to ensure completion.

D) Travel and Logistics Management:

1.        Coordinate domestic and international travel, accommodations, and itineraries.

2.        Ensure travel plans align with the executive’s schedule and preferences.

E) Document and Record Keeping:

1.        Maintain a structured filing system for easy access to important documents and reports.

2.        Handle confidential and sensitive documents with utmost professionalism.

F) Project Support and Task Management:

1.        Assist with specific projects, tracking progress and deadlines to support the executive’s objectives.

2.        Prioritize tasks to ensure high-impact projects are completed on time.

G) Office and Event Coordination:

1.        Organize and oversee office logistics, including supplies, workspace arrangements, and event planning as needed.

2.        Arrange team or executive-level events, coordinating details and ensuring successful execution.

Required Skills and Qualifications:

• Education: Bachelor’s degree in Business Administration, Office Management, or related field preferred.

• Experience: Minimum of 3-5 years of experience as an executive assistant or secretary, preferably supporting senior management.

• Technical Skills: Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and familiar with scheduling software and virtual meeting tools.

• Communication: Excellent verbal and written communication skills for drafting correspondence, reports, and client interactions.

• Organizational Skills: Strong organizational and time-management skills to prioritize and handle multiple tasks simultaneously.

• Confidentiality: High level of integrity in handling confidential and sensitive information.

Preferred Skills and Qualifications:

• Professional Demeanor: Maintains a polished and courteous manner with clients and colleagues.

• Problem-Solving Skills: Ability to anticipate needs and resolve issues proactively.

• Adaptability: Comfortable with a fast-paced environment, and flexible with changing priorities.

• Attention to Detail: Keen eye for detail to ensure accuracy in documents, schedules, and reports.

• Interpersonal Skills: Strong interpersonal skills to build relationships across teams and departments.

Key Competencies:

• Discretion and Confidentiality: Ensures a high level of confidentiality in handling sensitive information.

• Efficiency and Multitasking: Demonstrates an ability to manage multiple responsibilities without sacrificing accuracy.

• Problem-Solving: Proactively identifies solutions to issues as they arise.

• Communication Excellence: Exhibits clear and professional communication, both written and verbal.

• Initiative: Takes initiative in managing tasks, projects, and communications with minimal supervision.

Benefits:

• Competitive salary aligned with market trends.

• Professional development opportunities, including relevant training programs.

• A collaborative and dynamic work environment that supports career growth.

• It is a Full Time Back Office / Data Entry job for candidates with 0 - 6 months of experience.