Executive Assistant

The Executive Assistant provides high-level administrative support to senior executives or management by handling a wide range of executive-level tasks and responsibilities. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

KEY FUNCTIONS/DUTIES AND RESPONSIBILITIES:

Calendar & Schedule Management

• Organizes and maintains the executives calendar.
• Schedules meetings, appointments, and conferences.
• Sends reminders and manages conflicts or reschedules.

Meeting Coordination & Support

• Prepares agendas and materials for meetings.
• Takes minutes and distributes them to relevant parties.
• Follows up on action items and deadlines.

Travel & Itinerary Management

• Arranges domestic and international travel, including flights, accommodations, transportation, and visas.
• Prepares detailed travel itineraries.
• Manages expense reports and travel reimbursements.

Documentation & Records Management

• Prepares and organizes reports, presentations, and files.

• Maintains confidential records and ensures document accuracy.
• Manages both physical and digital filing systems

Office & Administrative Support

• Orders supplies and manages office needs.

• Coordinates with other departments for smooth operations.
• Supports special projects and events.

Decision-Making Support

• Gathers and synthesizes information to aid executive decisions.
• Prepares briefings and summaries for quick reference.
• May be entrusted with confidential or sensitive matters.

Task & Project Coordination

• Tracks deadlines, project milestones, and deliverables.
• Helps coordinate teams or resources for executive initiatives.

• Ensures tasks are completed on time and according to priorities.

Ad-hoc Activities

• Other tasks that may be assigned from time-to-time