Exciting career opportunity: Executive Assistant
Job Summary:
Our client is a global design, marketing, distribution and innovation company. They have retained our services to support the hiring process for energetic, enthusiastic, globally connected and qualified professional for the position of Executive Assistant. The Executive Assistant will provide high-level administrative support to senior management. This role requires exceptional organizational skills, discretion, and the ability to handle sensitive information while maintaining a high degree of professionalism and confidentiality. The ideal candidate knows what it means to be a “Force Multiplier”, loves to learn, has exceptional organizational and communication skills, and has the ability to multitask with multiple priorities effectively.
Key Responsibilities:
Calendar Management: Coordinate and manage executives’ schedules, including arranging meetings, appointments, and travel itineraries. Ensure that conflicts are resolved efficiently.
Communication: Act as a liaison between the executive(s) and internal/external stakeholders, including clients, employees, and partners. Manage and prioritize emails, phone calls, and other forms of communication.Documentation and Record Keeping: Prepare, proofread, and edit documents, reports, presentations, and correspondence. Maintain organized electronic and physical filing systems.
Meeting Coordination: Schedule, plan, and organize meetings, conferences, and events. Prepare agendas, take meeting minutes, and distribute materials as needed.
Travel Arrangements: Make travel arrangements, including booking flights, accommodations, transportation, and creating detailed itineraries. Ensure travel expenses are accurately tracked and reported. Expense Management: Process expense reports and track expenses related to the executive(s). Reconcile receipts and ensure compliance with company policies.
Information Management: Research and compile information for reports and presentations. Stay informed about industry trends and developments relevant to the executive(s).
Confidentiality: Maintain strict confidentiality and handle sensitive information with discretion and professionalism.
Task Delegation: Assist in delegating tasks to other staff members and follow up to ensure completion. Problem Solving: Anticipate and address issues, challenges, and requests proactively. Find solutions to problems and make recommendations when necessary.
Technology Proficiency: Proficiently use office software, scheduling tools, and other relevant technology to carry out duties effectively.
Qualifications & Experience:
Education: Bachelor’s degree or equivalent work experience preferred.
Experience: Previous experience of 4+as an executive assistant or in a similar administrative role is required.
Organizational Skills: Exceptional organizational and time management skills with a keen attention to detail.
Communication: Excellent written and verbal communication skills, including the ability to compose professional correspondence.
Tech Savvy: Proficiency in using office software (e.g., Microsoft Office Suite) and familiarity with scheduling tools and relevant software.
Discretion: Ability to handle confidential information with discretion and professionalism.
Adaptability: Flexibility to adapt to changing priorities and a fast-paced work environment.
Problem-Solving: Strong problem-solving skills and the ability to make decisions independently when required.
Team Player: Ability to work collaboratively with colleagues and support other team members when necessary.
Professionalism: Maintain a polished and professional appearance and demeanor at all times.
This position is for an executive assistant with a mixture of a personal assistant, not a general administrative assistant. We require a highly focused, detail-oriented individual who can help manage the daily priorities and work to become an indispensable extension of the exec’s daily life. If you desire to accelerate your career in a challenging environment and meet the qualifications and experience above, mail your cv in pdf format to [email protected], indicating on subject line Executive Assistant. Closing 15th Dec 2023. Please note, applications will be reviewed continuously and interviews maybe held before the closing date.
