Job Description

Executive Assistant

Minimum Requirements:

• Proven experience as an Executive Assistant or in a similar role.
• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Exceptional written and verbal communication abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Detail-oriented and proactive.
• Able to handle pressure and meet tight deadlines.
• Professional demeanor and a strong work ethic.

Responsibilities:

Office Management

• Proactively manage the daily operations of the office in the Directors' absence.
• Oversee office supplies, equipment, and administrative workflows.

Correspondence and Communication

• Draft general correspondence and screen all email communications.
• Act as the point of contact between executives, clients, and team members.
• Screen and prioritize emails, calls, and correspondence on behalf of the Director.

Diary and Calendar Management

• Coordinate and maintain executive schedules, including meetings, appointments, and travel arrangements.

Documentation and Reporting

• Prepare reports, presentations, and meeting agendas.
• Take minutes during meetings and ensure timely follow-up on action items.
• Compile weekly sales activity reports, and monthly sales funnel reports, and assist with sales commission sheets.
• Monitor monthly sales target reports for General Managers (GM).

Travel Coordination

• Arrange and manage domestic and international travel plans, including sourcing flights, bookings, and issuing boarding passes.

Expense and Budget Oversight

• Check, track, and forward expense claims for approval and payment.
• Monitor and manage monthly cell phone and fuel card usage, obtain motivations for over-limit expenses, and ensure final sign-off.

Administrative Support

• Monitor and approve leave requests on the ESS system.
• Provide personal assistance to the Director when required.

Project and IT Support

• Assist with special projects, research, and ad hoc tasks.
• Liaise with IT to resolve queries or issues raised.

Confidentiality

• Handle sensitive information with the utmost discretion and professionalism.
• Perform any other ad hoc tasks as deemed necessary.