Executive Assistant

Overview

The Executive Assistant provides essential administrative and strategic support to company leaders- managing schedules, coordinating meetings, and handling confidential information. Prepare travel arrangements, presentations, draft communication and prepare Expense report. Serving as a liaison between the executive and internal/external stakeholders, this role requires exceptional organizational skills, discretion, and the ability to work independently in a fast-paced environment. The Executive Assistant ensures the efficient execution of both day-to-day and strategic activities with precision and professionalism.

Responsibilities

Administrative Support:

• Support the Office Manager in different tasks.
• Manages and maintains the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Acts as the first point of contact for the executive, handling correspondence and phone calls with discretion.
• Prepares and edits communications, presentations, and other documents for internal and external use.
• Plans, coordinates, and ensures that the executive's schedule is followed and upheld.
• Drafts, proofreads, and edits emails, memos, and other written communications to ensure clarity, accuracy, and professionalism.
• Travel arrangement, communicate with external partner to coordinate meetings.
  
  

Meeting & Event Coordination:

• Plans and organizes meetings, including preparing agendas, taking minutes, and following up on action items.
• Coordinates logistics for internal and external events, ensuring all details are managed smoothly and efficiently.
• Assists with travel arrangements, including booking flights, accommodations, and preparing itineraries to ensure seamless travel experiences.
  
  

Stakeholder Communication:

• Facilitates internal communication by acting as a liaison between the executive and internal/external stakeholders.
• Maintains a professional relationships with clients, vendors, and partners.
• Represents the executive in meetings and communications when required.
  
  

Confidentiality & Compliance:

• Maintains the confidentiality of all sensitive information and protects operations by keeping information confidential.
• Supports compliance efforts by assisting with the organization of related meetings and ensuring that the executive is informed of company policies and industry regulations.
  
  

Qualifications

Core Competencies (Must-have Competencies)

• Technological Proficiency: Demonstrates the ability to leverage technology to improve efficiency and communication. This includes proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook), collaboration tools (Zoom, MS Teams, Webex), digital calendars, and project management platforms, among others.
• Organizational Skills: Exhibits the ability to manage multiple priorities, handle complex schedules, and ensure seamless executive operations, while remaining adaptable to evolving demands.
• Strategic Time Management: Must effectively prioritize commitments, anticipate scheduling conflicts, and allocate time to align with strategic goals.
• Communication and Interpersonal Skills: Effectively communicates across various channels and cultures, serving as a liaison between the executive and stakeholders. Demonstrates the ability to convey messages clearly and concisely, fostering open communication to strengthen relationships and ensure clarity in business operations.
• Discretion and Confidentiality: Demonstrates the ability to maintain privacy and exercise judgment in handling sensitive information to preserve the integrity and trust of the executive office.
• Emotional Intelligence: Skilled in reading emotional cues, empathizing with colleagues, and managing one’s own emotions. Capable of fostering a positive work environment, anticipating the needs of the executive and team, and handling sensitive situations with tact and professionalism
  
  

Complementary Competencies (Good-to-have Competencies)

• Problem-Solving and Decision-making: Exhibits the ability to analyze situations, evaluate potential solutions, and make informed decisions that save executive time and contribute to the seamless operation of the business.
• Anticipatory Thinking: Capable of anticipating needs and potential challenges, allowing for proactive solutions that ensure seamless executive support and operations, and demonstrating a forward-thinking, rather than reactive, approach to his/her work
• Cultural Intelligence: Skilled at navigating and bridging diverse work cultures and practices, enhancing communication and collaboration across regions and teams, and fostering a more inclusive and harmonious workplace.
• Continuous Learning and Adaptability: Shows willingness to learn new skills, adapt to new tools, and embrace change to stay relevant and effective in his/her role.
  
  

Educational Qualification/s

• A Bachelor's degree in a relevant field (such as Business Administration, Communications, Management, or a related discipline) is preferred, but not required.
• Certification, such as Certified Administrative Professional (CAP), is a plus but not required.
  
  

Professional Qualification/s

Atleast 3 to 5 years of experience as Executive Assistant or atleast 5 years experience supporting leaders as administrative assistant. Should demonstrates strong organizational and communication skills as well..