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