Job Summary: We are seeking a highly organized and professional Executive Personal Assistant to provide comprehensive support to An Executive.
The ideal candidate will be responsible for managing the executives schedule, coordinating meetings, handling confidential information, and ensuring the smooth operation of daily activities.
This role requires exceptional communication skills, attention to detail, and the ability to work efficiently in a fast-paced environment.
Key Responsibilities: Calendar Management: Schedule and manage appointments, meetings, and conference calls for the executive.
Coordinate travel arrangements, including flights, accommodations, and transportation.
Communication: Screen and manage incoming emails, phone calls, and correspondence.
Draft and edit emails, reports, memos, and other documents on behalf of the executive.
Maintain clear and organized records of all communications.
Meeting Coordination: Prepare meeting agendas, materials, and presentations as required.
Attend and record minutes during executive meetings, ensuring timely distribution.
Coordinate logistics for meetings, including room bookings and catering.
Information Management: Manage and maintain confidential files and documents, ensuring accessibility and security.
Conduct research and gather information as needed for projects and reports.
Maintain contact databases and update relevant information regularly.
Travel and Expense Management: Process and reconcile travel and expense reports for the executive.
Monitor and track expenses to ensure they align with the budget.
Administrative Support: Handle general administrative tasks such as photocopying, filing, and data entry.
Assist with special projects and initiatives as requested by the executive team.
Prioritize and manage multiple tasks simultaneously to meet deadlines.
Confidentiality: Maintain the highest level of confidentiality when handling sensitive information.
Relationship Management: Build and maintain positive relationships with internal and external stakeholders.
Act as a liaison between the executive and other team members.
Qualifications and Requirements: Bachelors degree is preferred.
Proven experience as an executive assistant or in a similar role.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent communication and interpersonal skills.
Strong organizational and time-management abilities.
Discretion and the ability to handle sensitive information with professionalism.
Attention to detail and a proactive approach to problem-solving.
Adaptability and the ability to work effectively in a fast-paced environment.
Familiarity with office equipment and software (e.g., scanners, virtual meeting tools).