Executive Admin Assistant

Roles and Responsibilities

We are seeking a highly organized and proactive Executive Assistant / Administrator to provide comprehensive administrative support to our client's team during a 4-month maternity leave. This role will involve a wide range of responsibilities, including calendar management, travel arrangements, document preparation, and general office administration.

Key Responsibilities:

Calendar Management:

• Efficiently manage the executive's calendar, scheduling meetings, appointments, and deadlines.
• Prioritize tasks and manage time effectively to ensure smooth workflow.

Travel Arrangements:

• Coordinate domestic and international travel arrangements, including booking flights, accommodations, and transportation.
• Handle visa and immigration procedures as required.

Document Preparation:

• Prepare and format various documents, such as reports, presentations, and correspondence.
• Proofread and edit documents for accuracy and clarity.

General Office Administration:

• Manage incoming and outgoing mail and correspondence.
• Handle phone calls and inquiries professionally and efficiently.
• Maintain office supplies and equipment.
• Assist with ad-hoc tasks as needed.

Event Management:

• Assist in the planning and execution of company events, conferences, and meetings.
• Coordinate logistics, venue bookings, catering, and guest invitations.
• Manage event budgets and timelines.
• Provide on-site support during events as needed.

Requirements:

• Bachelor's Degree or Diploma holder
• Proven 5-6 years of experience as an Executive Assistant or similar role.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Available to join immediately.
• Preferably on residence family sponsorship.

Administrative and Organizational Skills

• Calendar and Schedule Management
  • Organizing and maintaining executive calendars, scheduling meetings, and avoiding conflicts.
  • Prioritizing appointments and ensuring executives are well-prepared for engagements.
• Travel Coordination
  • Booking flights, accommodations, and transportation for business trips.
  • Preparing detailed travel itineraries.
• Document Management
  • Drafting, proofreading, and editing correspondence, reports, and presentations.
  • Organizing and maintaining records, files, and sensitive documents.
• Meeting Coordination
  • Planning and organizing meetings, conferences, and events.
  • Preparing agendas, taking minutes, and ensuring follow-up on action items.

Communication Skills

• Verbal Communication
  • Acting as a liaison between executives, clients, and team members.
  • Communicating information clearly and diplomatically.
• Written Communication
  • Writing professional emails, reports, and memos.
  • Ensuring error-free and polished documentation.
• Interpersonal Skills
  • Building positive relationships with stakeholders and handling sensitive interactions gracefully.

Technical Skills

• Office Software Proficiency
  • Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Familiarity with collaboration tools like Slack, Zoom, or Microsoft Teams.
• Project Management Tools
  • Using tools like Trello, Asana, or Monday.com to track and manage tasks.
• Data Management
  • Handling spreadsheets and basic data analysis.
  • Maintaining and organizing CRM systems or databases.

Time Management and Multitasking

• Prioritization
  • Managing multiple tasks and deadlines in a fast-paced environment.
  • Balancing urgent requests with ongoing responsibilities.
• Problem-Solving
  • Addressing unexpected challenges, such as last-minute scheduling changes or logistical issues.
• Attention to Detail
  • Ensuring accuracy in all tasks, from document preparation to schedule coordination.