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Executive Assistant

The Executive Assistant provides administrative and logistical assistance to executives, enabling them to focus on their strategic responsibilities. This role is critical to ensuring the smooth functioning of the organization, with responsibilities ranging from travel coordination and event planning to communication with clients and presentation creation.

Responsibilities

  • Schedule appointments, meetings, and events for the executive, considering priorities and time constraints.
  • Arrange domestic and international travel itineraries, including flights, accommodation, transportation, and visa documentation for business trips.
  • Ensure all travel plans align with executive schedules and preferences.
  • Manage email correspondence, phone calls, and other communications on behalf of the executive.
  • Create, edit, and proofread documents, presentations, and reports as needed.
  • Organize and maintain files, records, and confidential information.
  • Prepare agendas, take meeting minutes, and ensure follow-up on action items from meetings.
  • Act as a liaison between executives and internal/external stakeholders, handling correspondence, emails, and phone calls with professionalism.
  • Prepare and distribute meeting agendas and relevant documents.
  • Assist in planning, organizing, and executing corporate events, conferences, and workshops.
  • Maintain accurate records of executive expenses and receipts.
  • Track and reconcile executive expenses, prepare expense reports, and manage reimbursement processes.
  • Handle sensitive and confidential information with the utmost discretion and professionalism.

Qualifications

  • Previous experience as an administrative assistant, secretary, or in similar roles.
  • Strong organizational skills to manage schedules, appointments, and tasks of executives effectively.
  • Clear and coherent in both written and verbal communication skills for liaising with executives, colleagues, and clients.
  • Familiarity with office equipment and software tools such as Microsoft Office Suite.
  • Ability to manage their time efficiently and handle multiple tasks to meet deadlines.
  • Strong problem-solving skills to handle unexpected challenges and find solutions independently.
  • Adaptable and flexible to new tasks, priorities, and situations in a dynamic work environment.
  • Strong interpersonal skills to build and maintain relationships with executives, team members, and external contacts.
  • Has a professional demeanor representing the executive and the organization.
  • Aim precision and attention to detail in all communications, scheduling, and document management.

Screening Criteria

  • Bachelor’s degree in business administration or a related field.
  • At least two (2) years of experience as an Executive Assistant
  • Must have a stable employment history.
Job Location: WFH Permanent

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