Executive Assistant

Responsibilities and Duties 1. Executive Support

• Manage and optimize the GM's calendar including scheduling meetings, anticipating conflicts, and ensuring time is prioritized according to business needs.
• Prepare high-quality reports, presentations, and briefing materials for internal and external meetings.
• Draft, review, and manage executive-level correspondence, ensuring clarity, professionalism, and confidentiality.

2. Meeting & Event Coordination

• Organize and facilitate executive meetings, including agenda preparation, minute-taking, action item tracking, and follow-ups.
• Coordinate logistics for offsite meetings, board sessions, and leadership workshops.
• Manage travel plans, accommodations, and itineraries in line with the GM's priorities and budget.

3. Stakeholder Communication & Liaison

• Act as the primary point of contact between the GM and internal / external stakeholders.
• Facilitate smooth communication flow across departments, resolving issues and relaying messages promptly.
• Represent the GM in interactions when delegated, ensuring professionalism and alignment with organizational values.

4. Information & Document Management

• Develop and maintain a secure and efficient filing system (physical and digital) for contracts, reports, and sensitive documents.
• Ensure accurate documentation of decisions, policies, and procedures related to the GM's office.
• Track and manage confidential information with the highest level of discretion.

5. Project & Initiative Support

• Support strategic projects and initiatives by tracking progress, coordinating inputs, and ensuring timely follow-up.
• Conduct research, compile data, and prepare executive summaries and dashboards as requested.
• Assist in budget tracking, procurement requests, and administrative reporting such as Facility management & tracking report.

6. Operational Efficiency & Process Improvement

• Identify opportunities to improve workflows and reduce administrative burden on the GM.
• Implement and maintain executive support tools and platforms (e.g., task managers, calendars, dashboards).
• Coordinate with IT, HR, and Finance departments to ensure the GM's office operates smoothly.