Executive Assistant / Admin Executive

Job Description:

 Schedule and prioritize executive meetings, appointments, and travel arrangements efficiently to maximize productivity.
 Coordinate with internal teams and external stakeholders to ensure smooth scheduling and avoid conflicts.
 Maintain and update executive calendars regularly, incorporating changes and adjustments as needed.
Communication and Correspondence
 Manage incoming calls, emails, and correspondence for executives, filtering and responding appropriately.
 Draft and prepare professional documents, presentations, and reports for internal and external distribution.
 Maintain organized communication records and follow-up on action items to ensure timely resolution.
Meeting Coordination
 Plan and organize meetings, conferences, and events, including agenda creation, logistics, and attendee coordination.
 Take accurate meeting minutes, track action items, and follow up on tasks to ensure accountability and progress.
 Prepare meeting materials, presentations, and briefing documents for executives and attendees as needed.
Project Support:
 Assist in project management tasks such as task tracking, milestone monitoring, and progress reporting.
 Conduct research and gather relevant information to support executive decision-making and project initiatives.
 Collaborate with project teams to ensure deadlines are met, deliverables are achieved, and projects stay on track.
Administrative Support:
 Handle administrative tasks such as filing, document management, and data entry with accuracy and attention to detail.
 Manage expense tracking, budget monitoring, and procurement processes as directed by executives.
 Maintain confidentiality and handle sensitive information with discretion, adhering to company policies and procedures.
Job knowledge, skills, and experience:
Education
 Bachelor's degree or equivalent experience in business administration or related field.
Who Can Apply
 Proven experience as an Executive Assistant or similar role, preferably in a multi-business environment.
Skills
 Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
 Strong communication skills, both written and verbal, with attention to detail.
 Ability to work independently and collaboratively in a fast-paced environment.
 Discretion and confidentiality in handling sensitive information.
Tools to Use
 Proficiency in MS Office suite and other relevant software