Role: Executive Assistant

Full-time Permanent Employment

The administrative executive is responsible for providing personalized secretarial and administrative support to the executive in a professional and timely manner. The administrative executive works one-to-one with the executive on a wide variety of matters. The candidate must be flexible to meet the demands of our growing organization. The ideal candidate will have a cheery disposition, impeccable organizational skills, and prior experience in an assistant role.

Responsibilities:
  • Act as the point of contact among executives, employees, clients and other external partners
  • Manage information flow in a timely and accurate manner
  • Manage executives’ calendars and set up meetings
  • Make travel and accommodation arrangements
  • Rack daily expenses and prepare weekly, monthly or quarterly reports
  • Oversee the performance of other clerical staff
  • Act as an office manager by keeping up with office supply inventory
  • Format information for internal and external communication – memos, emails, presentations, reports
  • Take minutes during meetings
  • Screen and direct phone calls and distribute correspondence
  • Organize and maintain the office filing system
  • Assume the role as the primary point of contact between the executives and internal/external clients
  • Maintain a daily electronic journal, arrange meetings and appointments and provide reminders as needed; maintain a master corporate calendar of all conferences, and holidays.
  • Handle requests, feedback, and queries quickly and professionally
  • Monitor office supply levels; reorder when appropriate
  • Maintain strong relationships with vendors and keep price data in order to get the best pricing on supplies and services
  • Produce professional-quality reports, presentations and briefs
  • Delegate tasks as appropriate to other members of the team
Requirements:
  • Minimum Bachelor’s degree
  • 2 years work experience as an Executive Assistant, Personal Assistant or similar role
  • Excellent MS Office knowledge
  • Outstanding organizational and time management skills
  • Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
  • Excellent verbal and written communications skills
  • Maintain discretion and confidentiality of information
  • Certifications added advantage.