The posting
Position Overview: The Executive Assistant (EA) will provide comprehensive support to the executive team, ensuring the smooth management of tasks, reports, KPI tracking, and overall efficiency of operations. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities effectively.
Major Responsibilities:
- Task Management and Follow-Up: Assist in managing various task sheets and ensuring tasks are completed before deadlines. Follow up with team members to ensure timely completion of assigned tasks.
- Reports: Collect and process reports from various departments. Ensure accuracy and timely submission of all reports.
- KPI Tracking: Track KPIs of various departments and employees. Collect and analyze feedback to support performance improvements.
- Calendar Management: Assist in managing the executive team's calendar. Schedule and organize meetings, appointments, and events efficiently.
- Pre-Meeting Preparation for External and Internal Meetings: Prepare all necessary documentation according to SOPs and processes for both internal and external meetings. Ensure meeting materials are ready and accessible.
- Communication Liaison: Act as a point of contact between executives and internal/external stakeholders. Ensure clear and effective communication.
- Documentation and Record Keeping: Maintain organized records of all executive documents, reports, and correspondence. Ensure all documentation is up-to-date and easily accessible.
- Project Support: Assist with special projects as needed, providing administrative support and ensuring timely completion. Coordinate with various departments to gather information and track project progress.
Minor Responsibilities:
- Expense Management: Manage all expense reporting, including submitting reports to the accounts department. Oversee travel-related expenses.
- Travel Management: Coordinate travel plans with the help of the travel desk. Ensure all travel arrangements are efficiently managed.
Required Qualities:
- Organizational Skills: Ability to manage multiple tasks and deadlines efficiently.
- Attention to Detail: Ensuring accuracy in reports, documentation, and task follow-ups.
- Communication Skills: Clear and effective communication with team members and stakeholders.
- Time Management: Ability to prioritize tasks and manage time effectively.
- Discretion: Handling sensitive information with confidentiality and professionalism.
- Proactivity: Anticipating needs and taking initiative without being prompted.
- Problem-Solving Skills: Ability to address issues promptly and effectively.
