Executive Admin Assistant

Roles and responsibilities

We are seeking a highly organized and proactive Executive Assistant / Administrator to provide comprehensive administrative support to our client's team during a 4-month maternity leave. This role will involve a wide range of responsibilities, including calendar management, travel arrangements, document preparation, and general office administration.

Key Responsibilities:

Calendar Management:

• Efficiently manage the executive's calendar, scheduling meetings, appointments, and deadlines.
• Prioritize tasks and manage time effectively to ensure smooth workflow.

Travel Arrangements:

• Coordinate domestic and international travel arrangements, including booking flights, accommodations, and transportation.
• Handle visa and immigration procedures as required.

Document Preparation:

• Prepare and format various documents, such as reports, presentations, and correspondence.
• Proofread and edit documents for accuracy and clarity.

General Office Administration:

• Manage incoming and outgoing mail and correspondence.
• Handle phone calls and inquiries professionally and efficiently.
• Maintain office supplies and equipment.
• Assist with ad-hoc tasks as needed.

Event Management:

• Assist in the planning and execution of company events, conferences, and meetings.
• Coordinate logistics, venue bookings, catering, and guest invitations.
• Manage event budgets and timelines.
• Provide on-site support during events as needed.

Requirements:

• Bachelors Degree or Diploma holder
• Proven 5-6 years of experience experience as an Executive Assistant or similar role.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Available to join immediately.
• Preferably on residence family sponsorship

Desired candidate profile

Administrative and Organizational Skills

1. Calendar and Schedule Management

   • Organizing and maintaining executive calendars, scheduling meetings, and avoiding conflicts.
   • Prioritizing appointments and ensuring executives are well-prepared for engagements.

2. Travel Coordination

   • Booking flights, accommodations, and transportation for business trips.
   • Preparing detailed travel itineraries.

3. Document Management

   • Drafting, proofreading, and editing correspondence, reports, and presentations.
   • Organizing and maintaining records, files, and sensitive documents.

4. Meeting Coordination

   • Planning and organizing meetings, conferences, and events.
   • Preparing agendas, taking minutes, and ensuring follow-up on action items.

Communication Skills

1. Verbal Communication

   • Acting as a liaison between executives, clients, and team members.
   • Communicating information clearly and diplomatically.

2. Written Communication

   • Writing professional emails, reports, and memos.
   • Ensuring error-free and polished documentation.

3. Interpersonal Skills

   • Building positive relationships with stakeholders and handling sensitive interactions gracefully.

Technical Skills

1. Office Software Proficiency

   • Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
   • Familiarity with collaboration tools like Slack, Zoom, or Microsoft Teams.

2. Project Management Tools

   • Using tools like Trello, Asana, or Monday.com to track and manage tasks.

3. Data Management

   • Handling spreadsheets and basic data analysis.
   • Maintaining and organizing CRM systems or databases.

Time Management and Multitasking

1. Prioritization

   • Managing multiple tasks and deadlines in a fast-paced environment.
   • Balancing urgent requests with ongoing responsibilities.

2. Problem-Solving

   • Addressing unexpected challenges, such as last-minute scheduling changes or logistical issues.

3. Attention to Detail

   • Ensuring accuracy in all tasks, from document preparation to schedule coordination.