(Urgent Search) Executive Assistant to Director

Role Overview :

We are looking for a highly organized and proactive Executive Assistant to Director's to support executive-level operations efficiently. The ideal candidate will manage administrative, business, and personal tasks, ensuring smooth workflow and seamless coordination across teams, suppliers, and stakeholders. This role requires strong problem-solving abilities, discretion, and a keen eye for detail.

Key Responsibilities :

Business & Operational Support

Handle all new supplier communication and product onboarding processes.

Assign, coordinate, and update task lists with internal and external teams to ensure timely execution.

Conduct business inquiries, surveys, market research, and data collection for strategic decision-making.

Prepare, manage, and organize databases, filing systems, and records for easy retrieval and reference.

Draft and maintain costing sheets, reports, SOPs, presentations, and official correspondence.

Customer & Stakeholder Management

Act as a first point of contact for callers, responding to emails and phone calls, forwarding messages, or flagging critical issues for the Director’s attention.

Handle customer complaints and grievances, ensuring prompt resolution and customer satisfaction.

Assist in managing key business relationships, including vendors, clients, and regulatory authorities.

Logistics & Travel Coordination

Manage shipments, travel arrangements, transport, and accommodation for the Director and relevant stakeholders.

Organize meetings, conferences, and events, ensuring seamless execution.

Maintain and update the Director’s calendar, appointments, and meeting schedules while managing access effectively.

Administrative & Strategic Support

Implement and maintain administrative procedures and operational systems for efficiency.

Monitor deadlines, follow up on pending tasks, and ensure seamless execution of priority assignments.

Assist with financial tasks such as budget tracking, vendor payments, invoice management, and liaising with accountants for tax-related activities.

Personal Assistance & Miscellaneous Tasks

Handle property management, home fixtures & supplies, personal appointments, quotation requests and other ad-hoc personal tasks as assigned by the Director.

Required Skills & Competencies :

• Discretion and Trustworthiness : Ability to handle confidential and sensitive information with integrity.
• Problem-Solving & Initiative : Independently figure out and execute new and complex tasks efficiently.
• Communication Skills : Strong verbal and written communication for interacting with stakeholders at all levels.
• Organizational & Multitasking Ability : Exceptional ability to manage multiple priorities, deadlines, and projects.
• Excel Proficiency : Advanced skills in Microsoft Excel, including data analysis, pivot tables, and reports.
• Negotiation & Vendor Management : Expert negotiator with the ability to drive cost savings and favorable business deals.
• Flexibility & Adaptability : Ability to work in a fast-paced environment with shifting priorities.
• Tact & Diplomacy : Professionalism in handling sensitive discussions and high-profile stakeholders.
• Tech-Savvy : Proficiency in standard software packages (MS Office, PowerPoint, Zoho, Google Suite, etc.) and the ability to learn company-specific tools.

Preferred Qualifications & Experience :