Job Position: Executive Assistant

Job Summary:

We are seeking a highly motivated and dedicated Executive Assistant with exceptional organizational and interpersonal skills to provide comprehensive support to the Executive’s day-to-day operations. The ideal candidate will demonstrate a strong ability to manage priorities, coordinate activities, and ensure seamless communication on behalf of the Executive Office. This role includes overseeing follow-ups, drafting and handling various correspondences, and serving as the primary point of contact for internal and external stakeholders. The position holder will play a pivotal role in enhancing the efficiency, responsiveness, and overall effectiveness of the Executive Office.

Duties and 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

Academic qualification 

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

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

Years of experience: 4+ years of experience in a similar role

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