Executive Assistant

Position Summary

Key Responsibilitiesexecutive Support

• Manage executive calendars, appointments, and scheduling.
• Coordinate internal and external meetings, including preparation of agendas and meeting materials.
• Screen, prioritize, and respond to emails, calls, and correspondence on behalf of executives.
• Track action items and follow up to ensure timely completion.

Administrative Management

• Organize and maintain confidential records, files, and documents.
• Prepare reports, presentations, meeting minutes, and business correspondence.
• Handle expense reports, invoices, and budget-related administrative tasks.
• Maintain office procedures and administrative systems.

Travel & Event Coordination

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Coordinate executive events, board meetings, conferences, and client engagements.
• Manage logistics and ensure smooth execution of meetings and events.

Stakeholder Communication

• Serve as a primary point of contact between executives and internal/external stakeholders.
• Build and maintain positive relationships with clients, partners, and employees.
• Facilitate communication across departments to support organizational objectives.

Project & Business Support

• Assist with special projects and strategic initiatives.
• Conduct research, compile data, and prepare executive summaries.
• Monitor project timelines and provide status updates.
• Support board administration and governance activities when required.

Qualifications

• Bachelor's degree in Business Administration, Management, or related field (preferred).
• 3–8+ years of experience as an Executive Assistant, Personal Assistant, or Administrative Assistant supporting senior leaders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams, Zoom, or Google Workspace.
• Strong written and verbal communication skills.
• Excellent organizational, multitasking, and time-management abilities.
• High level of professionalism, integrity, and confidentiality.

Key Competencies

• Executive calendar management
• Communication and interpersonal skills
• Problem-solving and decision-making
• Attention to detail
• Project coordination
• Time management and prioritization
• Confidentiality and discretion
• Adaptability and flexibility

Preferred Skills

• Experience supporting C-suite executives.
• Event planning and travel management experience.
• Ability to work independently with minimal supervision.