Executive Assistant

JOB DESCRIPTION

In this role, you will provide high-level administrative and operational support to senior leadership while ensuring the efficient day-to-day management of the office environment. You are responsible for calendar and travel management, stakeholder liaison, document preparation, and overseeing office operations to maintain a productive and professional workplace. The role serves as a key point of contact internally and externally, ensuring seamless communication and coordination across departments and with external stakeholders.

RESPONSIBILITIES

Calendar Management: Coordinate and manage the calendars of multiple C-Level Executives, scheduling meetings, appointments, and conference calls, and resolving scheduling conflicts.

Coordination of Meetings: Organize and prepare meeting materials, such as agendas, presentations, and follow up action items. When necessary, attend meetings, take notes, and distribute meeting minutes.

Travel Arrangements: Plan and coordinate complex travel itineraries, including flights, hotels, ground transportation, and visas, ensuring seamless travel experiences for the executives.

Expense Management: Handle expense reports and reimbursement requests for the executives, ensuring compliance with company policies.

Confidentiality: Maintain the utmost level of confidentiality and discretion when handling sensitive information and conversations. 

Administrative Support: Assist with various administrative tasks, including document preparation, data entry, filing, and maintaining organized records.

Confidentiality:

§ Handle sensitive information with the utmost discretion and maintain a high level of confidentiality.

§ Handle the private relations and dealings of the C – Level Executives and handle confidential documents, meetings and relations.

§ Organize and maintain confidential files and records. Draft, edit, and proofread documents as needed.

§ Carefully handle and direct all mailing and correspondences reaching the CEO Office and take

necessary actions to direct to appropriate concerned persons.

Policies, Systems, Processes & Procedures:

§ Provide inputs and implement policies, systems, and procedure for the assigned team so that all relevant procedural/legislative requirements, fulfilled while delivering a quality, cost-effective service.

Continuous Improvement:

§ Participate in the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

Reporting:

§ Prepare timely reports as required and ensures accuracy as per senior executive requirements and quality standards.

Related Assignments

§ The job holder may be required to undertake additional duties, which may be reasonably expected and forms part of the function of the job.

QUALIFICATIONS

Minimum Qualifications:

§ Bachelor's degree preferred.

Minimum Experience:

§ Proven experience as an executive assistant supporting multiple C-level executives, preferably in a multinational organization.

§ 5 years of work experience in coordination and office management and administration of Top Management Office.

§ Previous experience in the ICT industry is a plus.

Job-Specific Skills (Generic / Technical):

§ Exceptional organizational and time-management skills.

§ Strong communication and interpersonal skills.

§ High level of professionalism and discretion.

§ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

§ Discretion and the ability to handle confidential information with integrity.

§ Strong problem-solving skills and a proactive mindset.

§ Ability to work independently, handle multiple tasks simultaneously, and meet deadlines.