Job Position: Executive Assistant

Duties and Responsibilities

Major Responsibilities:

•  Organizing a manager’s diary and making appointments and facilitating appointments, meetings, and conferences.
•  Manage CEO’s domestic and foreign travel arrangements, prepares itineraries, and maintain all travel records.
• Preparing and maintaining the data shared between the departments and recording the information accordingly.
• Maintain electronic and paper records ensuring information is organized, kept in a confidential manner and easily accessible.
• Facilitates and manages the day-to-day and periodic predictable schedule of the CEO’s.
• Planning office activities and events and attending on behalf of the CEO as required.
• Ensure the effectiveness of the communication and relation of each unit as well as the coordination with the Executive Office.
• Ensures the regular meeting action items are documented and decisions communicated.
• Handle and prioritize all outgoing and incoming correspondences and redirect important calls and emails to the Executive.
• Meeting callers or guests coming from different organizations, identifying the matter, referring to the concerned body, responding directly or arranging appointments.
• Create and organize information and generate reference tools for ease of access and use.
• Prepare invoices or financial statements and provide assistance in bookkeeping and verifying receipt of supplies. 
• Assists in typing circulars, memos, reports, and confidential letters, as required
• Ensure periodical reports from all departments are timely prepared and submitted to the CEO’s office.
• Respond inquiries and resolving problems to the level of the work environment.
• Assists in the preparation and editing of proposals, reports, and other documents produced by the office. 
• Ensure efficient and effective administrative support is provided to the CEO. Ensuring that the organization policies, rules, and regulations are followed properly
• Maintaining detailed and accurate records of all correspondences all the time.
• Other tasks assigned by your immediate supervisor

Requirements and skills

• Proven work experience as a Personal Assistant
• Knowledge of office management systems and procedures
• MS Office and English proficiency is a must
• Outstanding organizational and time management skills
• Up to date with latest office gadgets and applications
• Ability to multitask and prioritize daily workload
• Excellent verbal and written communications skills
• Discretion and confidentiality

Additional qualifications 

• Excellent verbal, as well as written communication skills 
• Proficient in MS Office and “back-office” software (e.g. ERP)
• Thorough understanding of clerical and secretarial principles
• Methodical thinker with detailed research proficiencies
• Outstanding communication and negotiation abilities
• Self-motivated and result-oriented 
• Honest and confident
• Exceptional time and stress management skills

Requirements

Academic qualification 

• Bachelor’s degree in business administration, Business Management or related fields  

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