Executive Assistant

Job Summary:

We are looking for a sharp, reliable, and personable Executive Assistant to support our executive leadership and oversee administrative functions across our group of companies. This role is ideal for someone who wishes to utilize modern AI tools to thrive in a multi-faceted environment, possesses excellent people skills, and is open to learning new things.

We encourage female candidates to apply, based on demonstrated strength in multitasking, communication, and relationship-building.

Key Responsibilities:

• Provide direct executive support, including calendar and email management, travel coordination, and meeting arrangements.
• Serve as the central point of communication for internal teams and external stakeholders with a focus on professionalism and diplomacy.
• Oversee and coordinate all office administration tasks, including office supplies, vendor management, and facility needs.
• Supervise or assist support staff across business entities and ensure administrative processes are streamlined.
• Support HR functions including onboarding, maintaining employee records, and coordinating payroll and leave records.
• Assist with preparation of reports, presentations, and correspondence across both businesses.
• Organize and manage internal meetings, events, and team communications.
• Monitor and follow up on key projects, action points, and business deadlines.
• Maintain high levels of discretion and confidentiality in all dealings.
• Be open to learning basic technical aspects of the chemical trading business to improve communication and workflow.
• Be proactive and learning emerging AI technology and be able to collaborate and support IT consultants. Cross-training other members.