Executive Assistant

Senior Executive Assistant

40 hours per week

• Provide comprehensive administrative support to C-level executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.

• Prepare, review, and edit correspondence, reports, presentations, and other documents, ensuring they are professional and accurate.

• Act as a gatekeeper, prioritizing and managing incoming communications, and responding on behalf of the executive as appropriate.

• Organize and prepare for high-level meetings, including drafting agendas, coordinating logistics, and ensuring all participants have the necessary materials.

• Attend meetings as needed, taking minutes, and following up on action items to ensure timely completion.

• Manage executives time by prioritizing and adjusting schedules to meet changing needs and demands.

• Arrange complex travel itineraries, including flights, accommodations, ground transportation, and any necessary travel documentation.

• Prepare detailed travel itineraries and ensure all arrangements align with the executives preferences and business objectives.

• Handle any travel-related issues or changes promptly and efficiently.

• Serve as the primary point of contact between the executive and internal/external stakeholders, ensuring clear and effective communication.

• Lead and manage special projects as assigned by the executive, ensuring they are completed on time and within scope.

• Coordinate with various departments and stakeholders to ensure project objectives are met.

• Monitor project progress and report updates to the executive regularly.

• Utilize ManyChat to activate funnels, track conversations, and close deals online.

• Confirm that all leads have WhatsApp, ensure the phone number is active, and lock in and book meetings, including conducting a pre-screening call.

• Handle all invoicing accurately and maintain timely communication with internal and external stakeholders to keep projects on track.

• Communicate with international teams to ensure alignment and smooth project execution.

• Create specification sheets on appliances as requested, communicating with the design team to prepare relevant documentation for producing drawings under the guidance of the executive.

• 5+ years of experience as an Executive Assistant, with at least 3 years supporting C-level executives in a Platinum company or a similar high-profile environment.

• Proven experience in managing complex schedules, travel arrangements, and high-level communications.

• Proficient and understanding in Social Media platforms

• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.

• Strong written and verbal communication skills, with the ability to draft professional correspondence and documents.

• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

• Familiarity with project management tools and software is a plus.