Executive Assistant To Director

The Executive Assistant provides high-level administrative support to senior executives within the organization. The role requires excellent organizational skills, the ability to prioritize tasks, manage schedules, handle confidential information, and coordinate communications between executives and internal/external stakeholders. The Executive Assistant acts as a key point of contact for the executive, ensuring smooth day-to-day operations.

Key Responsibilities:

• Calendar Management: Coordinate and manage the executives daily schedule, including meetings, conferences, travel arrangements, and appointments.
• Ensure that all engagements are planned with proper time management and align with the executives priorities.
• Communication Handling: Act as the first point of contact for all internal and external communications, including emails, phone calls, and messages.
• Draft, edit, and proofread correspondence, presentations, reports, and other documents on behalf of the executive.
• Meeting Preparation and Coordination: Prepare agendas, take minutes, and track follow-up actions for meetings.
• Organize logistics for meetings, including venue booking, catering, and technological setup (e.g., video conferencing).
• Travel Arrangements: Plan and book domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Process expense reports and handle reimbursements.
• Project Support: Assist in the coordination of special projects, ensuring deadlines are met and tasks are completed efficiently.
• Conduct research and compile data for reports, presentations, and strategic planning.
• Confidentiality and Professionalism: Handle confidential information with discretion and maintain a high level of professionalism in all dealings.
• Serve as a gatekeeper, managing access to the executive while balancing priorities.
• Office Management: Oversee general administrative tasks, such as ordering office supplies, organizing files, and ensuring smooth office operations.
• Liaise with other departments, such as HR, finance, and IT, to resolve any administrative issues.
• Stakeholder Coordination: Build and maintain strong relationships with key stakeholders, including board members, clients, and vendors.

Qualifications:

• Bachelors degree in Business Administration, Communications, or a related field preferred.
• Minimum 3 years of experience in an executive assistant or similar role.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Experience with travel booking and expense management software.

Skills and Abilities:

• Excellent Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with senior leaders.
• Organizational Skills: Ability to manage multiple tasks, prioritize workload, and meet deadlines in a fast-paced environment.
• Attention to Detail: Meticulous approach to scheduling, documentation, and task execution.
• Problem-Solving Ability: Strong critical thinking and the ability to solve problems proactively.
• Time Management: Ability to manage the executives time efficiently while balancing various responsibilities.
• Professionalism and Discretion: High degree of professionalism, integrity, and ability to handle confidential information.