Executive Assistant

Key Areas of Focus for this Role

• ​Calendar Management: Coordinate and manage the schedules, including scheduling meetings, appointments, confirmations, etc. Maintain and coordinate the Leaders schedule, including arranging meetings, appointments, and travel itineraries. Anticipate scheduling conflicts and proactively resolve them to ensure optimal time management.
• Communication: Serve as the primary point of contact for internal and external communications addressed to the Leader. Screen and prioritize incoming calendar requests, calls, and correspondence if any and act as the first point of contact. Draft, proofread, and edit documents, presentations, and reports as needed.
• Meeting Coordination: Prepare agendas, documents, and presentations for meetings attended by the Leader. Take meeting minutes and follow up on action items as needed.
• Information Management: Organize and maintain electronic and paper files, ensuring easy access to relevant documents. Handle sensitive information and maintain confidentiality at all times.
• Data Analytics: Have basic knowledge of data analytics from excels/ reports. Acumen in finance and numbers would be good to have skill.
• Travel Arrangements: Arrange travel logistics for the Leader, including flights, accommodations, and ground transportation. Prepare travel itineraries and ensure all arrangements align with preferences and schedules. Timely response to admin/ facilities team to avoid cost inclination due to delayed decision. Raise red flags as when needed.
• Administrative Support: Provide general administrative support, manage expense reports on time, invoice coordination; maintain departmental files and folders. Coordinate special projects assigned by Leader.
• Project Assistance: Assist in the coordination and execution of special projects, initiatives, and events as directed by the Leadership.
• Confidentiality: Handle sensitive and confidential information with discretion and professionalism.
• Relationship Management: Cultivate and maintain positive relationships with internal and external stakeholders, including senior executives, clients, vendors, and partners.
• Prioritization: Assess the urgency and importance of tasks and requests, prioritizing them accordingly to ensure the Leaders's focus on critical matters.

What the Ideal Candidate Brings to this Role

• Experience as an executive assistant or similar role, supporting C-suite executives.
• Data analytics skills and prior exposure on inferring reports is a must.
• Strong communication skills and proven record to work with multiple stake holders is preferred.
• Exceptional organizational and time management skills with the ability to multitask and prioritize effectively.
• Discretion and integrity in handling confidential information.
• Ability to work independently with minimal supervision and collaborate effectively within a team environment.
• Professional demeanor and interpersonal skills.

Other Qualifications/ Experience Required

• Batchelor's degree or above preferred.
• Proven 6 plus years’ experience as an executive assistant or similar role, supporting C-suite executives.
• Exceptional organizational and time management skills with the ability to multitask and prioritize effectively.
• Strong written and verbal communication skills, with keen attention to detail.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant office automation software.