Executive Assistant
4 days ago
Key Responsibilities
Executive Support:
Manage the COO's calendar, schedule meetings, and handle daily tasks to ensure deadlines are met.
- Prepare meeting agendas, materials, and follow-ups.
Prioritize and manage incoming communications.
Project Coordination:
Support operational projects by tracking progress and deliverables.
- Coordinate project meetings, create presentations, and compile reports.
Provide regular updates to the COO.
Communication and Liaison:
Serve as the primary contact between the COO and stakeholders.
- Draft and review professional communications and documents.
Handle sensitive information with discretion.
Office and Operational Support:
Manages operational documentation, performance reports, and ensures streamlined interdepartmental workflows to support daily business continuity.
Event Planning and Travel Management:
Oversees end-to-end planning of executive travel and company events, ensuring adherence to policy, accuracy in logistics, and executive readiness through detailed itineraries.
Travel Arrangements:
Plan, coordinate, and book comprehensive travel itineraries, including flights, ground transportation, hotels, and travel insurance.
- Manage travel logistics for domestic and international trips, ensuring compliance with company travel policies.
Prepare detailed travel briefs and itineraries for executives and stakeholders.
Visa & Immigration Processing:
Manage visa, work permit, and immigration processes.
Coordinate with agencies and consulates to ensure timely document submission and compliance.
Embassy & Consular Coordination:
Facilitates embassy coordination for document authentication, scheduling, and travel clearance.
Maintains meticulous records of consular activities..
Medical & Health Support:
Coordinates confidential healthcare logistics for the executive and their family members.
Manage medical logs, liaise with healthcare providers, and handle insurance and claims.
Personal & Family Assistance:
Oversee personal calendar items, errands, and family needs.
Coordinates with household staff and maintains updated contacts for service providers, healthcare professionals, and personal networks.
Additional Duties:
Assist with special projects and research.
- Proactively suggest improvements to enhance operational efficiency.
Minimum Qualifications
Education and Experience:
- Bachelor's degree in Business Administration, Communications, or a related field.
- Open to fresh graduates. Relevant internships or coursework in administrative support or operations is a plus.
Skills
- Exceptional organizational and time management skills, with the ability to manage multiple projects simultaneously.
- Strong verbal and written communication skills.
- Excellent interpersonal skills and the ability to interact with executives, employees, clients, and external partners professionally.
- Proficient in Microsoft Office Suite (Excel, PowerPoint, Word), email management, and scheduling tools.
- Ability to handle sensitive information with discretion and maintain confidentiality.
- Strong problem-solving skills, decision-making, and attention to detail.
- Ability to work independently, show initiative, and be resourceful.
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