Executive Assistant

About the role

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to a member of our senior team. The ideal candidate will thrive in a fast-paced and dynamic environment, effectively managing multiple tasks while maintaining professionalism and confidentiality. As the Executive Assistant, you will play a crucial role in facilitating the smooth operation of the directors office and contributing to the overall success of our organization.

What you'll do

• Acting as the point of contact among executives, office team and other external partners
• Make travel and accommodation arrangements.
• Submit monthly expense reports.
• Proactively manage complex and dynamic calendars, scheduling appointments, meetings, and conferences, considering time zones, priorities, and potential conflicts.
• Coordinate travel arrangements, including flights, accommodations, and transportation, ensuring efficient and seamless itineraries.
• Organize and maintain digital and physical files, ensuring documents are easily accessible and up to date.
• Compile and prepare materials for meetings, presentations, and reports, collaborating with various departments to gather necessary information.
• Coordinate and schedule meetings, including creating agendas, distributing materials, and recording minutes when required.
• Arrange conference rooms, technology, and refreshments as needed to facilitate efficient and productive meetings.
• Establish and maintain positive relationships with internal and external stakeholders, including clients, partners, and vendors.
• Liaise between the executive and various teams, ensuring clear and timely communication.
• Assist in the execution of special projects, research assignments, and initiatives, providing research, analysis, and administrative support as needed.
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Maintain a high level of confidentiality and integrity in all interactions and tasks.

What you'll need

• 3-5 years of experience as an Executive Assistant or in a similar administrative role.
• Exceptional organizational and time management skills, with the ability to manage multiple tasks and deadlines effectively.
• Excellent verbal and written communication skills, with an eye for detail and accuracy.
• Proficiency in using productivity tools, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management software.
• Discretion and professionalism when handling confidential information.
• Strong interpersonal skills and the ability to work collaboratively with diverse teams.
• Resourcefulness, adaptability, and a proactive approach to problem-solving.
• Flexibility to work occasional extended hours and accommodate last-minute changes to the schedule.