Key Purpose
The key purpose of an Executive Assistant is to provide comprehensive support to high-level executives and ensure the smooth functioning of their daily operations. Acting as the central point of contact, filtering information, and managing executive's workflow, the Executive Assistant manages the executive's schedule, handle correspondences, prioritizes and coordinates meetings, anticipating their needs and ensuring they have everything required for successful engagements.
Additionally, they oversee the organization and flow of information, maintaining effective communication channels with various stakeholders, including internal teams, clients, and external partners. An Executive Assistant assists in preparing reports, presentations, and other relevant documents, ensuring accuracy and confidentiality.
They are adept at problem-solving, collaborating with different departments, and handling and maintaining sensitive and confidential information with the utmost discretion. Ultimately, an Executive Assistant plays a vital role in enhancing the productivity and effectiveness of executives, allowing them to focus on strategic decision-making and maintaining a well-organized and efficient work environment.
Job Description
Job Responsibilities
- Provide Senior-Level executive administrative support.
- Coordinate complex scheduling and calendar management.
- Manage and monitor executive inbox and correspondences.
- Manage travel logistics (visa/entry permits, flights, accommodations, other transportation needed) and activities.
- Coordinate and prepare materials for meetings, such as agendas, minutes, and presentations, and ensure smooth logistics for internal and external meetings.
- Manage and reconcile expenses, including creating expense reports, tracking receipts, and submitting expense reports for reimbursement.
- Conduct research, gather data, and prepare executive-level reports, documentation, and presentations.
- Organize and maintain documents and files ensuring ease of access and retrieval of information.
- Assisting with various special projects and assignments to support the executive's business objectives.
- Safeguarding confidential information and maintaining strict confidentiality in handling sensitive matters.
- Develop, build, and maintain effective working relationships with the executive, colleagues, and internal and external stakeholders.
- Be adaptable to changing priorities, urgencies, and last-minute requests while maintaining composure and professionalism.
- Collaborate closely with the wider EA network globally and cover colleagues in the event of absence/workload challenges.
- Adhoc duties but not limited to (i.e. arranging IT support, arranging signing of key documentation, assisting new joiners etc.).
To Apply you need to have
- Bachelor's degree or equivalent experience is strongly preferred.
- At least 5-7 years of executive assistant experience supporting high-level executive (In-Country, Regional, or Global)
- Strong time-management skills and ability to organize multiple ongoing activities.
- Ability to handle multiple executives across multiple time zones.
- Amenable to hybrid work set-up.
- Proven ability to handle confidential information discreetly in a diplomatic manner.
- Unflappable, flexible, and can overcome a learning curve quickly.
- Extremely strong communication skills on multiple platforms and mediums (email, text, in-person, video calls, etc.).
- Tech savvy and familiar with working in the Microsoft Office suite, Adobe Acrobat, Webex, Workday, PeopleSoft, etc.
