Executive Assistant

Role & responsibilities

• Manage the General Managers calendar, appointments, and meetings, ensuring efficient scheduling.
• Coordinate and organize business travel arrangements (flights, accommodation, transportation).
• Prepare and manage business correspondence, reports, presentations, and other documentation.
• Screen and prioritize incoming communication (calls, emails, messages) and respond or redirect as necessary.
• Maintain filing systems and ensure the smooth operation of office supplies and equipment.
• Assist the General Manager with research and data analysis for sourcing and procurement strategies.
• Support procurement and sourcing activities, ensuring timely communication with suppliers and internal teams.
• Track and manage the progress of procurement processes, contracts, and project timelines.
• Coordinate supplier meetings, negotiations, and contracts, ensuring alignment with business objectives.
• Prepare and review documents related to vendor management, contract terms, and purchase orders.
• Assist in the management and tracking of key procurement and sourcing projects, ensuring deliverables are met on time and within budget.
• Maintain an overview of departmental objectives and monitor progress against goals.
• Collaborate with cross-functional teams to ensure smooth communication and execution of business plans.
• Ensure that action items and follow-ups from meetings are recorded, tracked, and completed on time.
• Prepare regular reports, presentations, and dashboards on sourcing and procurement performance, trends, and budget analysis.
• Assist in data collection, compiling reports on supplier performance, cost analysis, and procurement KPIs.
• Provide detailed insights and analytics to support the General Manager in decision-making processes.
• Build and maintain positive working relationships with internal teams, vendors, and external stakeholders.
• Serve as a liaison between the General Manager and key suppliers, departments, and executives.
• Coordinate and facilitate communication between the General Manager and the rest of the business.
• Assist in reviewing and improving existing sourcing and procurement processes to enhance efficiency and cost-effectiveness.
• Support the compliance and audit processes related to procurement policies and procedures.
• Help implement best practices in procurement and sourcing, ensuring alignment with corporate standards.
• Provide general support in various business tasks, ensuring that the General Manager can focus on strategic responsibilities.
• Take on additional ad hoc tasks as required, based on the evolving needs of the business.

Requirements

• A minimum of 5 years of experience in an executive assistant role, preferably within sourcing, procurement, or business operations.
• Excellent command on English language, especially rules of syntax, punctuation, and grammar.
• Readiness for minimum 3 years of commitment.
• Strong knowledge of procurement, sourcing, or supply chain management processes.
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Excellent communication and interpersonal skills with the ability to engage with stakeholders at all levels.
• Strong organizational and time-management skills with the ability to manage multiple tasks and prioritize effectively.
• Attention to detail and high level of accuracy in all tasks.
• Ability to maintain confidentiality and handle sensitive business information.
• Experience with procurement software or ERP systems is a plus.
• Bachelors degree or equivalent in Business Administration, Supply Chain Management, or a related field preferred.
• Proactive and resourceful with the ability to anticipate the needs of the General Manager.
• Strong problem-solving skills and ability to think critically.
• High level of professionalism and the ability to work under pressure.
• Strong multitasking abilities, attention to detail, and ability to meet deadlines.
• Ability to work independently and as part of a team in a fast-paced environment.