EXECUTIVE ASSISTANT/ PERSONAL ASSISTANCE

DUTIES AND RESPONSIBILITIES

Executive Scheduling & Calendar Management

• Maintain and coordinate the executive’s daily schedule, prioritizing and adjusting appointments as necessary to ensure optimal time management.
• Proactively anticipate scheduling conflicts and resolve them independently.
• Coordinate internal and external meetings across time zones, including board meetings, strategy sessions, team check-ins, and client appointments.
• Send calendar invites, prepare reminders, and ensure meeting materials are distributed in advance.

Meeting Coordination & Support

• Organize and prepare agendas, presentations, and documentation for meetings.
• Record and distribute accurate and timely minutes of meetings, highlighting key decisions and action points.
• Follow up with team members and stakeholders to ensure timely completion of assigned tasks discussed in meetings.
• Arrange virtual and in-person meeting logistics, including venue booking, catering, A/V setup, and technical support.

Communication and Correspondence Management

• Serve as the primary point of contact between the executive and internal/external stakeholders.
• Draft, proofread, and manage professional correspondence, emails, reports, and presentations.
• Screen incoming calls and emails, responding on behalf of the executive when appropriate and escalating urgent matters.

Travel and Itinerary Planning

• Organize complex domestic and international travel, including booking flights, hotels, ground transportation, and preparing detailed itineraries.
• Monitor changes in travel plans and make adjustments as needed, including managing travel-related expenses and reimbursements.
• Ensure compliance with the company’s travel policies and budget constraints.

Budget Tracking and Expense Management

• Assist with monitoring departmental or executive-related budgets, ensuring expenditures are within approved limits.
• Prepare monthly or quarterly expense reports, reconcile credit card statements, and process reimbursements.
• Support invoice approvals and vendor payments related to executive activities or projects.

Document and File Management

• Maintain a structured and secure filing system for physical and digital records, ensuring easy access and confidentiality.
• Manage the flow of documents requiring executive attention, such as contracts, HR files, approvals, and reports.
• Ensure version control and timely updates of important documentation.

Project Coordination and Support

• Provide administrative support for special projects and strategic initiatives, working closely with cross-functional teams.
• Conduct research, compile data, and create reports to support executive decision-making.
• Track project milestones and assist in managing deliverables to ensure deadlines are met.

Stakeholder Relationship Management

• Build and maintain positive relationships with internal staff, board members, clients, and external partners.
• Represent the executive office in a professional and courteous manner at all times.
• Handle sensitive and confidential information with the highest level of integrity.

Office and Resource Coordination (as needed)

• Liaise with office administration or facilities teams to ensure the executive’s office environment is functional and well-supported.
• Order supplies or coordinate access to resources for meetings or presentations.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Degree in Business Administration or a related field
• Minimum of 5 years of experience in an executive or senior administrative assistant role
• Excellent written and verbal communication skills
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong attention to detail and organizational skills
• Ability to handle multiple priorities and meet tight deadlines
• Discretion and professionalism in dealing with confidential information

HOW TO APPLY

• If you meet the above qualifications, skills and experience share CV on This email address is being protected from spambots. You need JavaScript enabled to view it.
• Interviews will be carried out on a rolling basis until the position is filled.
• Only the shortlisted candidates will be contacted.