Executive Assistant

Position: Executive Assistant

Key Responsibilities

• Manage and respond to emails on behalf of the director, ensuring timely and appropriate follow-ups.

• Coordinate domestic and international travel, including bookings, visa arrangements, hotel accommodations, and transportation planning.

• Prepare and manage quotations and proforma invoices.

• Maintain and update the executive’s calendar, including scheduling meetings, appointments, reminders and rescheduling as required.

• Organize and manage meetings, including agenda preparation, recording minutes, and tracking action items.

• Professionally handle all incoming and outgoing calls on behalf of the Director.

• Analyze and compile data into reports, charts, and presentations as needed.

• Plan and manage company participation in exhibitions, trade shows, and corporate events.

• Maintain and update the company’s LinkedIn profile and other social media platforms.

• Coordinate basic website updates and liaise with web designers.

• Handle documentation and coordination related to import-export activities.

• Draft, update, and maintain Standard Operating Procedures (SOPs).

• Respond to client and customer inquiries promptly and professionally.

• Maintain organized digital and physical filing systems for records and confidential documents.

• Coordinate with vendors and service providers for office operations.

• Support HR activities such as interview scheduling and employee communication.

• Assist in preparing presentations, official documents, and reports.

• Conduct market research and basic competitor analysis.

• Follow up on tasks, deadlines, and ensure timely reporting to the executive.

• Assist in company-wide communication and internal announcements.

• Track renewals of licenses, contracts, and agreements.

• Support organization of internal events and meetings.

• Maintain updated contact databases (vendors, clients, partners).

• Prepare executive reports for board meetings, quarterly reviews, and strategy sessions.

• Identify and implement tools or technologies to improve efficiency.

• Ensure smooth daily operations for the executive with proper planning and coordination.

• Perform ad-hoc duties and special assignments as required

  Authority

  1. Authorized to manage and respond to emails and communications on behalf of the executive.

  2. Authorized to attend and handle phone calls on behalf of the executive.

  3. Authorized to manage and update the executive’s LinkedIn and professional social media profiles.

  4. Authorized to draft and maintain SOPs (subject to senior management approval).

  5. Authorized to schedule, reschedule, and cancel meetings based on executive availability.

  6. Authorized to manage and update executive-level contact databases.

  7. Authorized to coordinate with internal departments for data collection, reporting, and communication.

• It is a Full Time Recruiter / HR / Admin job for candidates with 3 - 6+ years Experience.