Executive Assistant

Role Overview

The Executive Assistant offers comprehensive operational and administrative support to the General Manager, managing schedules, meetings, travel, communications, reports, and special projects while acting as a vital contact point with internal and external stakeholders. The job demands excellent organization, discretion, initiative, and the capacity to perform in a dynamic environment.

Key Duties

• Coordinate and oversee the General Manager's calendar, scheduling appointments, meetings, and events while resolving conflicts and sending reminders.
• Organize business travel, including booking flights, accommodation, local transportation, and visas, as well as preparing detailed itineraries and handling expense reimbursements.
• Prepare meeting agendas, document minutes, distribute action items, and monitor follow-up tasks and deadlines.
• Compose professional emails, reports, presentations, and letters, serving as a liaison between the executive and various stakeholders.
• Manage filing systems, databases, and handle office administration and procurement tasks.
• Track ongoing projects, coordinate interdepartmental activities to meet deliverables, and assist with special projects assigned by management.
• Engage with clients, vendors, business partners, and senior management to nurture positive relationships and represent the executive when appropriate.
• Plan and coordinate team events, workshops, and business functions, ensuring smooth execution including venue and catering logistics.
• Generate reports, dashboards, and presentations while maintaining precise records of meetings and business decisions.
• Maintain confidentiality of sensitive information, ensure adherence to company policies, and assist with governance, audit, and compliance activities as needed.

Essential Skills

• Exceptional organizational and time management capabilities.
• Proficient verbal and written communication skills.
• Advanced skills in Microsoft Office suite including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong multitasking ability and effective prioritization.
• Meticulous attention to detail and accuracy in work.
• Competent problem-solving and decision-making abilities.
• High level of professionalism and confidentiality.
• Excellent interpersonal skills and stakeholder management.