Executive Assistant

Job Description – Executive AssistantPosition TitleExecutive Assistant (EA)DepartmentAdministration / ManagementReports ToManaging Director / CEO / General Manager / Senior ManagementPosition OverviewThe Executive Assistant will provide high-level administrative, organizational, and coordination support to senior management. The role requires excellent communication, time management, confidentiality, and organizational skills to ensure smooth and efficient management of daily activities, meetings, correspondence, documentation, and follow-ups.Key ResponsibilitiesProvide comprehensive administrative and executive support to senior management.Manage the executive’s daily calendar, appointments, meetings, and schedules.Coordinate internal and external meetings, including preparing agendas and meeting materials.Take meeting minutes, maintain records, and ensure timely follow-up on assigned action points.Handle emails, correspondence, letters, reports, presentations, and other official documents.Screen and prioritize calls, messages, emails, and requests on behalf of the executive.Coordinate communication between management, employees, clients, suppliers, business partners, and other stakeholders.Prepare and maintain reports, presentations, spreadsheets, documents, and management summaries.Maintain confidential information and handle sensitive business and personal matters with discretion.Follow up with departments and team members on tasks, deadlines, projects, and management instructions.Assist management in coordinating business meetings, appointments, events, conferences, and official visits.Arrange travel plans, transportation, accommodation, itineraries, and other travel-related requirements when required.Maintain organized filing systems, records, contracts, correspondence, and important documents.Conduct basic research and gather information required for management decision-making.Assist in preparing presentations, business proposals, reports, and other management documents.Support management in coordinating projects and monitoring progress against deadlines.Ensure important tasks, commitments, and deadlines are properly tracked and followed up.Liaise with clients, government authorities, vendors, consultants, and other external stakeholders when required.Perform other administrative and coordination duties assigned by senior management.Required QualificationsBachelor’s degree in Business Administration, Management, Business Studies, or a related field.Additional qualifications in Administration, Management, or Executive Assistance will be an advantage.Required Experience2–5 years of relevant experience as an Executive Assistant, Personal Assistant, Administrative Executive, Secretary, or similar role.Experience supporting senior management, directors, CEOs, or business owners will be preferred.Experience in corporate, trading, FMCG, consulting, education, or other professional business environments is an advantage.Required Skills & CompetenciesExcellent verbal and written communication skills.Strong organizational and time-management skills.Excellent coordination and follow-up abilities.Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and office management tools.Ability to prepare professional reports, presentations, emails, and business correspondence.Strong attention to detail and accuracy.Ability to prioritize multiple tasks and meet deadlines.Professional attitude and strong interpersonal skills.Ability to maintain strict confidentiality.Strong problem-solving and decision-making abilities.Ability to work independently with minimum supervision.Strong relationship-management and stakeholder-coordination skills.Flexible, proactive, reliable, and well-organized.Key Performance Areas (KPIs)Effective management of executive schedules and appointments.Timely completion and follow-up of management assignments.Accuracy and quality of reports, documents, and presentations.Effective communication and coordination with internal and external stakeholders.Proper maintenance of confidential records and documentation.Timely organization of meetings, travel, events, and other executive requirements.Overall efficiency and quality of administrative support provided to senior management.