Executive Assistant

JOB PURPOSE

This role is pivotal in supporting the Head of the Engineering Department by managing schedules, facilitating communication, coordinating activities, and handling critical administrative tasks. The Executive Assistant (EA) will ensure seamless execution of day-to-day activities and strategic initiatives, fostering efficiency in departmental operations.

KEY RESPONSIBILITIES

• Administrative & Calendar Management:
• Act as the first point of contact for the Head of Engineering, handling correspondence and phone calls professionally.
• Manage and maintain the Head's dynamic calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate meetings across multiple time zones and ensure preparation materials are organized.
• Communication & Stakeholder Management:
• Screen, prioritize, and respond to incoming communications, including emails, phone calls, and mail.
• Draft, proofread, and format correspondence, reports, and presentations.
• Maintain strong relationships with internal and external stakeholders.
• Event & Project Coordination:
• Organize and coordinate departmental events, workshops, offsite meetings, and team-building activities.
• Support CSR, town hall, and other corporate initiatives specific to the engineering division.
• Operational Support:
• Assist in tracking departmental KPIs and preparing periodic dashboards or performance reports.
• Handle confidential documentation, agreements, and records for the engineering team.
• Manage travel and expense reports for the department head and other team members when required.

SKILLS AND KNOWLEDGE

Educational Qualifications:

• Graduate (mandatory).
• Masters in business (preferred)minimum experience of 2 years in Aviation

Desired Experience:

• Minimum 2 years of experience supporting senior management in aviation, engineering, or related industries.
• Exposure to corporate environments and familiarity with technical teams or engineering functions is an advantage.

Core Competencies:

• High organizational skills with the ability to multitask and manage time effectively.
• Strong interpersonal and communication skills to liaise with diverse stakeholders.
• Proficiency in Microsoft Office Suite, especially MS Word, Excel, and PowerPoint.
• Ability to handle confidential matters with discretion and professionalism.
• Adept at managing high-pressure situations and making quick decisions.