Executive Assistant

The Executive Assistant provides comprehensive administrative and operational support to General Manager. This role manages calendars, meetings, travel arrangements, communications, reports, and special projects while serving as a key point of contact between the executive and internal/external stakeholders. The position requires strong organizational skills, discretion, initiative, and the ability to work in a fast-paced environment.

Key Job Scope of an Executive Assistant:

1. Calendar & Schedule Management

• Manage GM's appointments, meetings, and events.
• Coordinate internal and external meetings.
• Prioritize schedules and resolve calendar conflicts.
• Send meeting invitations and reminders.

2. Travel & Logistics Coordination

• Arrange business travel, including flights, hotels, transportation, and visas.
• Prepare travel itineraries and briefing documents.
• Manage travel expense claims and reimbursements.

3. Meeting Management

• Prepare meeting agendas and supporting materials.
• Take minutes during meetings and distribute action items.
• Track follow-up actions and deadlines.

4. Communication Management

• Draft professional emails, reports, presentations, and letters.
• Act as a liaison between executives and stakeholders.

5. Administrative Support

• Organize filing systems and databases.
• Handle office administration and procurement requests.

6. Project & Task Coordination

• Monitor ongoing projects and timelines.
• Coordinate across departments to ensure deliverables are completed.
• Support special projects assigned by management.

7. Stakeholder Relationship Management

• Interact with clients, vendors, business partners, and senior management.
• Build and maintain positive professional relationships.
• Represent the executive professionally when required.

8. Event & Business Function Organization

• Coordinate team events, workshops, and meetings.
• Manage venue bookings, catering, and logistics.
• Ensure smooth execution of events.

9. Reporting & Documentation

• Prepare reports, dashboards, and presentations.
• Compile business data and management reports.
• Maintain accurate records of meetings and decisions.

10. Confidentiality & Governance

• Handle sensitive business information with discretion.
• Ensure documents comply with company policies.
• Support governance, audit, and compliance requirements when needed.

Key Skills Required

• Strong organizational and time-management skills
• Excellent written and verbal communication
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)
• Ability to multitask and prioritize effectively
• Attention to detail and accuracy
• Problem-solving and decision-making skills
• Professionalism and confidentiality
• Stakeholder management and interpersonal skills