Allocation:

• Schedule, organize, and coordinate meetings, both internal and external, ensuring all logistics are handled effectively.

• Prepare meeting agendas, compile necessary materials, and distribute them to participants in advance.

• Take accurate meeting minutes, track action items, and follow up on deliverables.

Travel Arrangements:

• Arrange domestic and international travel itineraries, including flights, accommodations, transportation, and visas.

• Prepare detailed travel agendas and ensure executives have all necessary documents and information

Time Blocking:

• Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters

• Prioritize and manage conflicting demands, ensuring the executives' schedules are optimized for productivity and efficiency.

Relationship Building:

• Build and maintain positive relationships with internal and external stakeholders.

• Coordinate executive-level communications and engagements, including managing invitations, event registrations, and logistics.

Communication and Correspondence:

• Act as a liaison between executives, staff, clients, and external contacts, managing incoming calls, emails, and messages.

• Draft, proofread, and edit correspondence, reports, presentations, and other documents as required.

• Maintain a high level of professionalism and confidentiality in handling sensitive information.

Organization:

• Organize and maintain physical and electronic files, ensuring easy retrieval and efficient record-keeping.

• Preparing and/or editing documents, such as expense reports, memos and invoices

Special Projects:

• Provide support on special projects, initiatives, and events as assigned by executives.

• Collaborate with cross-functional teams to facilitate project execution and meet deadlines.

• Preference will be given to candidates with at least 1 year of experience as an Administrative Assistant.

• A degree in business administration, communication, or a related field (associate or bachelor's) is preferred.

• Candidates should have proven experience as an executive assistant or in a similar administrative role.

• Exceptional organizational skills are a must, with the ability to effectively multitask and prioritize.

• Candidates should also have demonstrated the ability to handle confidential information with discretion and professionalism.

• Proficient written and oral communication abilities, displaying remarkable precision.

• Extensive understanding of office procedures and corporate regulations.

• Proactive and ingenious with exceptional problem-solving capabilities.

• Capable of working autonomously and cooperatively in a dynamic setting.

• Adaptable to shifting priorities and adept at managing tight timeframes.

• Excellent interpersonal skills are required, along with the ability to build relationships at all levels.