Administrative Assistant

Role overview

Executive support

• Manage schedules, calendars, meetings, appointments, and events, coordinating arrangements with internal and external participants.
• Handle executive emails, phone calls, and correspondence; draft and proofread documents and prepare presentations.
• Book flights, accommodations, transportation, and itineraries, and handle related travel documentation.
• Prepare meeting agendas, materials, and presentations; attend meetings, take minutes, and follow up on action items.
• Organize files, documents, and records, maintaining confidentiality and convenient access.
• Build relationships with internal and external stakeholders, clients, partners, and colleagues.

Delegation and task coordination

• Compile tasks from executives’ emails and meetings into a delegation sheet.
• Define tasks, desired outcomes, deadlines, assigned team members, instructions, resources, and reporting methods.
• Clarify quality expectations and decision-making authority, then communicate delegated work to the relevant team members.
• Follow up on progress, provide support, and address challenges.

Project and administrative support

• Support projects through research, report preparation, team coordination, and progress tracking.
• Manage expenses, track budgets, maintain office supplies, process invoices, and manage contracts.
• Identify issues proactively and find solutions to support smooth operations.

Education and skills

• A bachelor’s degree in Business Administration, Management, or a related field is required.
• Additional certification in Executive Assistance, Office Administration, or a related area is an advantage.
• Required skills include organization, time management, communication, coordination, follow-up, and proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• The role requires calendar and travel coordination, documentation and records management, report and presentation preparation, prioritization, attention to detail, problem solving, and discretion with confidential information.
• Candidates should be able to work independently and coordinate with senior management, teams, external stakeholders, vendors, and service providers.