As EA you will be responsible for providing high-level administrative support to the executive team, including managing schedules, coordinating meetings, handling communications, and assisting with special projects. This role requires a highly organized and detail-oriented individual with excellent communication skills and the ability to handle confidential information with discretion.
Key Responsibilities1) Administrative Support:
- Manage and maintain the executive team's calendars, including scheduling and coordinating meetings, appointments, and travel arrangements.
- Prepare and organize documents, presentations, and reports for meetings and other executive needs.
- Handle incoming communications, including emails, phone calls, and letters, and respond on behalf of the executive team as needed.
- Screen and prioritize communications, ensuring urgent matters are addressed promptly.
2) Meeting Coordination:
- Arrange and coordinate meetings, including preparing agendas, distributing meeting materials, and taking minutes.
- Ensure follow-up on action items from meetings, tracking progress and deadlines.
- Liaise with internal and external stakeholders to coordinate meetings and events.
3) Project Management:
- Assist with the planning and execution of special projects and initiatives led by the executive team.
- Monitor project timelines and deliverables, ensuring tasks are completed on time.
- Provide research and analysis support as needed for various initiatives.
4) Confidentiality and Discretion:
- Handle sensitive and confidential information with the utmost discretion.
- Maintain the confidentiality of privileged information and ensure secure handling of documents.
5) Travel and Event Planning:
- Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
- Plan and coordinate executive team events, off-sites, and retreats.
6) Office Management:
- Ensure the executive office operates efficiently, managing supplies, equipment, and facilities as needed.
- Liaise with other departments to ensure smooth inter-departmental communication and cooperation.
QualificationsEducation:
- Bachelor’s degree in Business Administration, Communications, or a related field preferred.
Experience:
- Minimum of 5 years of experience as an Executive Assistant or in a similar role supporting C-level executives.
- Experience in a fast-paced, dynamic environment is highly desirable.
Skills:
- Exceptional organizational and time management skills.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to work independently with minimal supervision and prioritize tasks effectively.
- Strong problem-solving skills and attention to detail.
- Ability to maintain a high level of professionalism and confidentiality.
Personal Attributes- Proactive and self-motivated with a strong sense of initiative.
- High level of integrity and ethical conduct.
- Ability to remain calm and composed under pressure.
- Strong interpersonal skills and the ability to build positive relationships with colleagues at all levels.
