Executive/Personal Assistant

The Executive Assistant provides support to the Office of the Deputy CEO, providing both professional and personal support.

JOB SUMMARY

The Executive Assistant provides support to the Office of the Deputy CEO in both a professional and personal capacity. The ideal candidate will be proactive, and possess strong organizational, communication, and multitasking skills, will play a pivotal role in enhancing productivity and ensuring seamless daily operations.. This role involves hands-on collaboration with all department leaders.

KEY RESPONSIBILITIES

• Proactively manage business appointments, meetings, and reminders to optimize productivity.
• Coordinate schedules, ensuring that the Executive is well-prepared for all appointments and commitments.
• Monitor, prioritize, and draft business correspondence on behalf of the Executive.
• Ensure timely follow-up and clear communication with clients, colleagues, and other business partners.
• Serve as the primary point of contact for key business stakeholders, vendors, and service providers.
• Communicate on the Executive's behalf, handling inquiries and requests efficiently and confidentially.
• Monitor tasks, assist in managing business projects, and follow up on deadlines to ensure timely completion.
• Provide project management support to ensure smooth execution and coordination of business initiatives.
• Handle sensitive business documents with the utmost discretion and confidentiality.
• Maintain organized filing systems (physical and digital) for easy access and retrieval of key information.
• Identify areas for workflow improvements and implement strategies to enhance organizational efficiency.
• Work closely with the Executive to streamline daily operations and optimize time management.
• Arrange business-related  and personal travel arrangements, including flight bookings, accommodations, and itineraries.
• Ensure smooth travel logistics, coordinating with airlines, hotels, and transportation services.
• Manage personal reservations, errands, event planning, and gifting as required.
• Ensure timely completion of personal tasks to provide ease and efficiency to the Executive.
• Track and manage personal payments, ensuring timely bill payments and subscription renewals.
• Assist in organizing personal financial tasks and record-keeping.
• Work with the Executive's driver to schedule pickups, drop-offs, and personal errands.
• Ensure seamless coordination for daily transportation needs.
• Assist in monthly/annual stock taking as required.
• Perform other duties as may be assigned.

QUALIFICATIONS AND EXPERIENCE

• Bachelor's Degree in Business Administration or a related field.
• A minimum of 3 years of experience in an Administrative or Executive Assistant role.
• Proficiency with office software (Microsoft Office Suite, Google Workspace, etc.).
• Certification in project management would be an asset.
• Flexibility is required, particularly for urgent matters.
• Excellent communication (oral and written), and interpersonal skills.
• Strong problem-solving and decision-making abilities.
• Discretion and confidentiality in handling sensitive information.
• Highly organized and proactive.
• Ability to manage multiple demands and priorities simultaneously with exceptional attention to detail.
• Excellent time management and problem-solving abilities; ability to work under pressure in a fast paced and driven environment.
• Excellent skills in drafting professional correspondence and handling business communication.
• Self-motivated with the capacity to manage routine and urgent tasks effectively without close supervision.