Executive Assistant

To provide comprehensive executive and administrative support to senior leadership by managing schedules, coordinating meetings, handling confidential communications, and ensuring the efficient execution of day-to-day business activities. The Executive Assistant will serve as a trusted partner to the executive, enabling effective decision-making, seamless coordination, and operational excellence.

Key Responsibilities

• Executive Support
• Manage the executive's calendar, appointments, meetings, and daily schedule.
• Prioritize appointments and coordinate competing business commitments.
• Screen and manage emails, calls, and correspondence on behalf of the executive.
• Prepare briefing materials, agendas, and background information for meetings.
• Meeting & Event Coordination
• Schedule internal and external meetings across multiple stakeholders.
• Prepare meeting agendas, presentations, and supporting documents.
• Record meeting minutes and track action items to ensure timely completion.
• Coordinate board meetings, leadership meetings, and executive events.
• Travel Management
• Arrange domestic and international business travel, including flights, accommodation, visas, transportation, and itineraries.
• Prepare detailed travel schedules and ensure all logistics are managed efficiently.
• Process travel-related expenses and reimbursements.
• Documentation & Reporting
• Prepare business presentations, reports, proposals, and executive correspondence.
• Maintain organized records, confidential documents, and filing systems.
• Draft professional emails, letters, and official communications.
• Compile management reports and dashboards as required.
• Stakeholder Management
• Act as the primary point of contact between the executive and internal and external stakeholders.
• Coordinate with clients, business partners, government authorities, and senior management.
• Maintain professional relationships while ensuring timely communication and follow-up.
• Project Coordination
• Support the executive in monitoring strategic projects and business initiatives.
• Track project milestones, deadlines, and deliverables.
• Coordinate with cross-functional teams to ensure timely execution of assigned tasks.
• Office Administration
• Manage office administrative activities related to the executive office.
• Coordinate with vendors, service providers, and internal departments.
• Support event planning, executive visits, and corporate functions when required.
• Confidentiality & Governance
• Handle highly confidential business information with discretion and professionalism.
• Ensure all executive documents and communications remain secure.
• Maintain compliance with company policies and administrative procedures.
• Problem Solving & Decision Support
• Anticipate executive requirements and proactively resolve administrative issues.
• Conduct research and gather information to support business decisions.
• Recommend improvements to administrative processes and executive workflows.