Executive Assistant (Male Candidates preferred)

Job Description: Executive Assistant to Operations Head

Position Objective:
To provide high-level administrative support to the Operations Head, ensuring smooth functioning of operations through effective calendar management, documentation, process adherence, and team coordination.

Key Responsibilities:

1. Calendar Management:

• Maintain and manage the Operations Heads calendar.
• Schedule meetings, appointments, and events.
• Ensure timely reminders and avoid scheduling conflicts.

2. Secretarial and Administrative Support:

• Handle confidential correspondence and communications.
• Draft, edit, and format emails, letters, and reports.
• Organize and maintain filing systems for easy retrieval of information.

3. Documentation and Reporting:

• Prepare and maintain detailed process documents and Standard Operating Procedures (SOPs).
• Collate data and prepare operational reports and presentations as required.
• Ensure all documentation complies with organizational standards and timelines.

4. Meeting Coordination and Minutes Preparation:

• Coordinate meetings, including logistics, agendas, and participant communication.
• Prepare accurate and detailed Minutes of Meeting (MoM) and distribute to relevant stakeholders promptly.

5. Follow-up and Task Management:

• Track and follow up on action items discussed in meetings.
• Ensure deadlines are met by coordinating with cross-functional teams.
• Maintain a task tracker for assignments delegated by the Operations Head.

6. Team and Cross-Functional Coordination:

• Act as a liaison between the Operations Head and other departments.
• Communicate instructions, updates, and feedback to relevant teams.
• Monitor progress and escalate issues as needed.

7. Support in Operational Responsibilities:

• Assist the Operations Head in planning and executing daily operational tasks.
• Conduct research, gather information, and provide actionable insights.
• Handle special projects and initiatives as assigned.

Key Skills and Competencies:

• Exceptional organizational and multitasking skills.
• Excellent written and verbal communication.
• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• High attention to detail and accuracy in documentation.
• Ability to manage sensitive and confidential information with discretion.
• Proactive problem-solving and decision-making abilities.

Education and Experience:

• Bachelors degree in Business Administration, Operations, or a related field.
• 3+ years of experience as an Executive Assistant or similar role, preferably in an operational setting.
• Familiarity with process documentation and team coordination.

Interested candidates mail your updated cv to careers@alphagroup.edu or apply directly to this posting