Job Position: Executive Assistant

Job Summary:

We are seeking a highly motivated and dedicated Executive Assistant with exceptional organizational and interpersonal skills to provide comprehensive support to the Executive’s day-to-day operations. The ideal candidate will demonstrate a strong ability to manage priorities, coordinate activities, and ensure seamless communication on behalf of the Executive Office. This role includes overseeing follow-ups, drafting and handling various correspondences, and serving as the primary point of contact for internal and external stakeholders. The position holder will play a pivotal role in enhancing the efficiency, responsiveness, and overall effectiveness of the Executive Office.

Duties and Responsibilities

• Organizing a manager’s diary and making appointments, facilitating appointments, meetings, and conferences;
• Managing the CEO’s domestic and foreign travel arrangements, preparing itineraries, and maintaining all travel records;
• Preparing and maintaining the data shared between the departments and recording the information accordingly;
• Maintain electronic and paper records, ensuring information is organized, kept confidential, and easily accessible;
• Facilitate and manage the day-to-day and periodic predictable schedule of the CEO’s;
• Planning office activities and events, and attending on behalf of the CEO as required;
• Ensure the effectiveness of the communication and relations of each unit, as well as the coordination with the Executive Office;
• Ensure the regular meeting action items are documented and decisions communicated;
• Handle and prioritize all outgoing and incoming correspondence and redirect important calls and emails to the Executive;
• Meeting callers or guests coming from different organizations, identifying the matter, referring to the concerned body, responding directly or arranging appointments;
• Create and organize information, and generate reference tools for ease of access and use;
• Prepare invoices or financial statements and provide assistance in bookkeeping and verifying receipt of supplies;
• Assist in typing circulars, memos, reports, and confidential letters, as required
• Ensure periodical reports from all departments are timely prepared and submitted to the CEO’s office;
• Respond to inquiries and resolve problems to the level of the work environment;
• Assist in the preparation and editing of proposals, reports, and other documents produced by the office;
• Ensure efficient and effective administrative support is provided to the CEO;
• Ensure that the organization's policies, rules, and regulations are followed properly
• Maintaining detailed and accurate records of all correspondence at all times;
• Other tasks assigned by your immediate supervisor;

Academic qualification 

• Bachelor’s degree in Business Administration, Business Management, Management and Information Systems or related fields;  

Additional qualifications 

• Excellent verbal, as well as written, communication skills ;
• Proficient in MS Office and “back-office” software (e.g., ERP);
• Thorough understanding of clerical and secretarial principles;
• Methodical thinker with detailed research proficiency;
• Outstanding communication and negotiation abilities;
• Self-motivated and result-oriented;
• Honest and confident;
• Exceptional time and stress management skills;

Years of experience: 4+ years of experience in a similar role.

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