Executive Assistant Minimum Requirements: Proven experience as an Executive Assistant or in a similar role.
Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent organizational and time management skills.
Exceptional written and verbal communication abilities.
Ability to maintain confidentiality and exercise sound judgment.
Detail-oriented and proactive.
Able to handle pressure and meet tight deadlines.
Professional demeanor and a strong work ethic.
Responsibilities: Office Management Proactively manage the daily operations of the office in the Directors' absence.
Oversee office supplies, equipment, and administrative workflows.
Correspondence and Communication Draft general correspondence and screen all email communications.
Act as the point of contact between executives, clients, and team members.
Screen and prioritize emails, calls, and correspondence on behalf of the Director.
Diary and Calendar Management Coordinate and maintain executive schedules, including meetings, appointments, and travel arrangements.
Documentation and Reporting Prepare reports, presentations, and meeting agendas.
Take minutes during meetings and ensure timely follow-up on action items.
Compile weekly sales activity reports, and monthly sales funnel reports, and assist with sales commission sheets.
Monitor monthly sales target reports for General Managers (GM).
Travel Coordination Arrange and manage domestic and international travel plans, including sourcing flights, bookings, and issuing boarding passes.
Expense and Budget Oversight Check, track, and forward expense claims for approval and payment.
Monitor and manage monthly cell phone and fuel card usage, obtain motivations for over-limit expenses, and ensure final sign-off.
Administrative Support Monitor and approve leave requests on the ESS system.
Provide personal assistance to the Director when required.
Project and IT Support Assist with special projects, research, and ad hoc tasks.
Liaise with IT to resolve queries or issues raised.
Confidentiality Handle sensitive information with the utmost discretion and professionalism.
Perform any other ad hoc tasks as deemed necessary.