Executive Assistant

Job Responsibilities:

  • Manage the MD’s calendar, scheduling appointments, meetings, and travel arrangements
  • Monitor and prioritise emails, drafting responses or redirecting as necessary
  • Screen and direct phone calls and distribute correspondence
  • Advised of time-sensitive and priority issues, ensuring appropriate follow-up with action on matters which fall within the MD and Senior Executive Assistant’s responsibility
  • Manage office communication
  • Manage a variety of information, use appropriate office communication tools to prepare and maintain the information accurately either on paper or electronic files
  • Handle sensitive and confidential information with the utmost discretion and professionalism
  • Prepare agendas, materials, and presentations for meetings, ensuring that all relevant documents are distributed in a timely manner
  • Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries. Follow up on action items
  • Maintain confidentiality regarding business strategies, financial information, and personnel matters
  • Serve as the primary point of contact for internal and external stakeholders, screening calls and inquiries, and providing information or redirecting as appropriate
  • Coordinate communication between the Senior Executive Assistant and MD with other departments, ensuring timely dissemination of information
  • Organise and maintain electronic and physical filing systems, ensuring that documents are easily accessible and up-to-date
  • Prepare and proofread correspondence, reports, and presentations as needed
  • Assist the MD and Senior Executive Assistant in tracking and monitoring project timelines, milestones, and deliverables.
  • Coordinate with cross-functional teams to gather information, compile data, and facilitate project progress
Department: Admin Support
Project Location(s): West
Education: Diploma in Business Administration, Office Management, or related field
Compensation: $4,000 to $5,000

Requirements

  • Diploma in Business Administration, Office Management, or related field
  • Proven experience as an Executive Assistant or similar role, supporting senior executives or managers with at least 3 years of experience
  • Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools
  • Familiarity with online collaboration tools, project management software, and cloud storage platforms
  • Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines
  • Strong written and verbal communication skills, with a keen eye for detail and accuracy
  • Ability to maintain professionalism and composure under pressure, while handling multiple tasks simultaneously
  • Discretion and integrity in handling confidential information
  • Flexibility and adaptability to changing priorities and business needs
  • Resourcefulness and creativity in finding solutions to challenges or obstacles
  • Ability to anticipate potential problems and proactively address them
  • Diplomacy and tact in handling sensitive situations or difficult conversations
  • Collaborative mindset to work effectively as part of a team
  • Flexibility to handle unexpected tasks or assignments as they arise
  • Ability to work effectively in a dynamic and fast-paced environment
  • Professional demeanour and appearance in representing the MD and Senior Executive Assistant, and the company

Other Information

  • Working Location: West
  • Working Hours: 9am to 6pm
  • Working days: Mon to Fri
  • Salary: $4,000 to $5,000

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