Executive Assistant

Overview

The Executive Assistant (EA) provides high-level administrative support to senior executives, helping them manage their schedules, communications, and various projects. The Executive Assistant acts as a liaison between executives and internal/external stakeholders and plays a crucial role in optimizing the executive's workflow.

Calendar and Schedule Management:

• Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.
• Prioritize meetings and appointments to ensure the executive’s time is used effectively.
• Ensure the executive is well-prepared for all meetings by preparing agendas, materials, and briefings.

Communication Management:

• Handle incoming calls, emails, and correspondence for the executive, ensuring prompt and appropriate responses.
• Act as the first point of contact for internal and external stakeholders, ensuring professionalism in all communications.
• Prepare, review, and edit documents, presentations, and reports for internal and external use.

Travel Coordination:

• Organize complex travel itineraries, including flights, accommodations, transportation, and itineraries.
• Ensure that all travel logistics are well-coordinated and align with the executive’s schedule.
• Prepare travel expense reports and manage receipts for reimbursement.

Meeting Coordination:

• Arrange logistics for meetings, conferences, and special events, including venue selection, catering, technology, and equipment.
• Prepare meeting agendas and take minutes, following up on action items and ensuring deadlines are met.
• Facilitate effective communication and coordination between the executive and team members.

Confidentiality and Discretion:

• Handle confidential information with the highest level of professionalism and discretion.
• Exercise judgment in determining the level of information to be shared and maintain the executive's privacy.

Event Planning & Coordination:

• Organize internal and external events, including conferences, client meetings, company-wide events, and team-building activities.
• Manage event logistics such as invitations, RSVPs, and event materials.

Property Management:

• Assist in coordinating property maintenance, repairs, and inspections by liaising with contractors and service providers.
• Oversee tenant communication, including handling inquiries, complaints, and lease-related issues.
• Track lease agreements, renewals, and expirations to ensure timely action and coordination.
• Maintain property files, contracts, and records in an organized and accessible manner.
• Assist in preparing budgets, financial reports, and tracking expenses related to property operations.
• Process invoices, track vendor payments, and follow up on property management-related financial transactions.
• Prepare reports on property performance, occupancy rates, maintenance costs, and rental income for executive review.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, or related field (or equivalent experience).
• 1 year of experience as an executive assistant, administrative assistant, or similar role in a corporate environment.
• Experience managing complex calendars, travel arrangements, and communication flow.
• Strong understanding of office procedures and systems, including proficiency with office software and digital tools (e.g., Microsoft Office Suite, Google Workspace, project management tools).