Executive Assistant

Job Description : Executive Assistant

Position Overview

We are seeking a proactive and detail-oriented Executive Assistant to provide high-level of administrative support to our Director / Management. The ideal candidate will play a crucial role in ensuring smooth coordination across departments and office functioning, managing schedules, and driving timely follow-ups on tasks and deliverables. This position requires work from our office and demands strong organizational, communication, and multitasking skills.

Key Responsibilities

• Calendar Management :
• Plan, organize, and manage the Director's schedule.
• Coordinate and schedule meetings, appointments and events with internal teams and external stakeholders.
• Meeting Coordination :
• Prepare detailed meeting agendas and ensure distribution before meetings.
• Record and compile Minutes of Meetings (MOM) with actionable points and deadlines.
• Track and follow up on assigned tasks and deliverables with department heads to ensure timely completion.
• Communication Management :
• Draft, proofread, and manage emails and correspondence on behalf of the Director.
• Handle professional communication with excellent email etiquette and attention to detail.
• Liaison :
• Act as a bridge between the Director and department heads, ensuring effective and clear communication.
• Address routine inquiries and redirect issues to the appropriate department as needed.
• Collaborate with the finance team to ensure timely processing of vendor payments and bill bookings.
• Assist the Recruitment team in scheduling interviews with the Directors for Key positions.
• Work with the sales team to complete vendor registration processes and prepare necessary business documents.
• Support HR in SOP preparations, documentation, and ensuring smooth coordination between departments for new hires.
• Travel Coordination :
• Make travel arrangements as per requirements while ensuring alignment with business and budget guidelines.
• Prepare and share detailed travel itineraries with stakeholders in advance.
• Administrative Support & Document Handling :
• Proactively provide relevant information and data to assist the manager in business presentations and meetings.
• Maintain, organize, and securely handle confidential documents for easy retrieval and compliance.
• Handle confidential information with integrity and discretion.
• Business Document Preparation :
• Draft, review, and proofread business documents such as contract agreements, vendor agreements, and Service Level Agreements etc., to ensure accuracy and compliance.
• Coordinate with relevant stakeholders for approvals and secure storage of finalized documents.
• Prepare necessary documents required for tendering and bidding processes as per requirements.
• Secure and maintain legal and compliance documents to meet regulatory and audit requirements.

Key Qualifications

Personal Attributes

Work Environment

Why Join Us

We offer a dynamic work environment with opportunities for growth and skill enhancement. Be part of a forward-thinking organization where your contributions directly impact the success of the business.

Application Process

Interested candidates are invited to submit their updated resumes along with a cover letter explaining their suitability for the role

Skills Required

Word, Powerpoint, Excel, Microsoft Office Suite