Job Title: Executive Assistant

Job Summary: The Executive Assistant will provide high-level administrative support to company executives by managing their schedules, handling travel arrangements, and expense management. This role requires a proactive individual with excellent organizational skills and the ability to multitask in a fast-paced environment.

Key Responsibilities:

Calendar Management: Coordinate and manage executives' schedules, including appointments, meetings, and travel arrangements.

Communication: Handle incoming and outgoing communications, including emails, phone calls, and correspondence. Draft and edit emails, memos, and other documents on behalf of the executive.

Meeting Coordination: Organize and coordinate meetings, including booking meeting rooms, and arranging catering when necessary. Taking MOM if required.

Travel Arrangements: Plan and book travel itineraries, including flights, accommodations, and transportation. Prepare travel expense reports and ensure timely reimbursement.

Document Preparation: Prepare reports, presentations, and other documents as needed. Ensure all documents are accurate and professionally formatted.

Record Keeping: Maintain comprehensive and accurate records and documentation. Organize and manage both physical and digital files.

Procurement: Assist with processing purchase orders and ensure timely payments by coordinating with suppliers and the finance team.

Event Management: Plan and organize townhalls and workshops, ensuring all arrangements are coordinated effectively.

Office Management: Oversee office supplies and equipment, ensuring everything is well-stocked and functioning properly. Coordinate with vendors and service providers as needed.

Confidentiality: Handle sensitive information with the utmost discretion and confidentiality.

Qualifications:

• Proven experience as an executive assistant or in a similar administrative role.
• In-depth understanding of office management and daily operations.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality.

Preferred Skills:

• Experience in managing travel arrangements and scheduling.
• Familiarity with office gadgets and applications (e.g., e-calendars and copy machines).
• Strong problem-solving skills and attention to detail.
• Ability to work independently and as part of a team.
• Flexibility to adapt to changing priorities and handle unexpected situations.

Education:

Bachelor's degree in business administration, communications, or a related field is preferred but not required.

Work Environment:

This position typically operates in an office environment.