Executive Assistant

Graduate and above

Females Only

09:45 AM - 06:30 PM | 6 days working

Job Description: Executive Assistant

Position Overview:
We are seeking a proactive, detail-oriented, and highly organized Executive Assistant to support our Director. The role requires exceptional multitasking skills and the ability to manage communication, schedules, and delegated tasks efficiently. The ideal candidate should possess excellent communication skills, a keen eye for detail, and a strong ability to prioritize tasks.

Key Responsibilities:

1. Calendar Management:
-Plan, schedule, and manage the Director’s calendar to ensure efficient time management.
-Coordinate and organize meetings, appointments, and events.


2. Communication Handling:
-Manage and monitor emails and WhatsApp messages, ensuring prompt and accurate responses.
-Sort and prioritize emails, deleting irrelevant content while maintaining a record of relevant correspondence.
-Draft responses or clarify any uncertainties during the scheduled S30 meetings(i.e. the meeting between Director and EA) .


3. Call Management:
-Handle incoming calls and record all messages when the Director is unavailable.
-Forward important calls and provide a detailed end-of-day summary of all calls requiring a response.


4. Delegation Tracking:
-Send out delegated tasks to team members and monitor their progress.
-Follow up to ensure completion of tasks and provide regular updates to the Director.


5. Exhibition Invitations:
-Review and manage invitations received for exhibitions and other events.
-Identify and address any doubts or concerns related to invitations during S30 meetings (i.e. the meeting between Director and EA).


6. Attendance and Reporting:
-Maintain and update site attendance sheets regularly.
-Monitor and ensure the capture tool (WhatsApp group) is cleared and updated systematically.


7. Daily Reporting:
-Prepare and send a comprehensive daily report summarizing key tasks, call records, and follow-ups.


8. Research and Reporting:
-Conduct research on specific topics, competitors, or industry trends and prepare detailed reports or presentations for the Director.


9. Meeting Preparation:
-Prepare agendas, presentations (if needed), and briefing materials for meetings.
-Ensure all necessary documents are organized and available for the Director ahead of time.


10. Stakeholder Coordination:
-Act as a liaison between the Director and internal/external stakeholders.
-Ensure smooth communication with clients, team members, and other executives.

11. Travel Management:
-Organize and book domestic and international travel, including flights, hotels, transportation, and itineraries and get visas if needed
-Anticipate travel needs and ensure compliance with company travel policies.


12. Confidentiality and Discretion:
-Handle sensitive information with utmost confidentiality.


Skills and Qualifications:

Proven experience as an Executive Assistant or in a similar administrative role.

Excellent organizational and time-management skills.

Strong verbal and written communication skills.

Proficiency in handling emails, scheduling tools, and WhatsApp communication.

Ability to multitask, prioritize tasks, and work independently.

High level of discretion and confidentiality.