Job brief
We are looking for an Executive Assistant to perform a variety of administrative tasks.
Executive Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.
Specific responsibilities
- Manage information flow in a timely and accurate manner
- Manage executives’ calendars and set up meetings
- Manage diaries and organizing meetings and appointments.
- Make travel and accommodation arrangements
- Rack daily expenses and prepare weekly, monthly or quarterly reports
- Act as an office manager by keeping up with office supply inventory
- Format information for internal and external communication – memos, emails, presentations, reports
- Take minutes during meetings
- Screen and direct phone calls and distribute correspondence
- Organize and maintain the office filing system
- Act as a first point of contact: dealing with correspondence and phone calls
- Organizing events and conferences
- Keep tabs of important tasks and deadlines
- Type, compile and prepare reports, presentations and correspondence
- Manage databases and filing systems
- Implement and maintain procedures/administrative systems
- Liaise with staff, suppliers and clients
- Collate and file expenses
- Miscellaneous tasks
Requirements and skills
- Work experience as an Executive Assistant, Personal Assistant or similar role
- Excellent MS Office knowledge
- Outstanding organizational and time management skills
- Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
- Excellent verbal and written communications skills
- Discretion and confidentiality
- Driving License is an added advantage
