Executive Assistant  

Key Responsibilities:

• Executive Support:
  • Manage the COO’s calendar, schedule meetings, and handle daily tasks to ensure deadlines are met.
  • Prepare meeting agendas, materials, and follow-ups.
  • Prioritize and manage incoming communications.
• Project Coordination:
  • Support operational projects by tracking progress and deliverables.
  • Coordinate project meetings, create presentations, and compile reports.
  • Provide regular updates to the COO.
• Communication and Liaison:
  • Serve as the primary contact between the COO and stakeholders.
  • Draft and review professional communications and documents.
  • Handle sensitive information with discretion.
• Office and Operational Support:
  • Manages operational documentation, performance reports, and ensures streamlined interdepartmental workflows to support daily business continuity.
• Event Planning and Travel Management:
  • Oversees end-to-end planning of executive travel and company events, ensuring adherence to policy, accuracy in logistics, and executive readiness through detailed itineraries.
• Travel Arrangements:
  • ​​​​​​​Plan, coordinate, and book comprehensive travel itineraries, including flights, ground transportation, hotels, and travel insurance.
  • Manage travel logistics for domestic and international trips, ensuring compliance with company travel policies.
  • Prepare detailed travel briefs and itineraries for executives and stakeholders.
• Visa & Immigration Processing:
  • ​​​​​​​Manage visa, work permit, and immigration processes.
  • Coordinate with agencies and consulates to ensure timely document submission and compliance.
• Embassy & Consular Coordination:
  • Facilitates embassy coordination for document authentication, scheduling, and travel clearance.
  • Maintains meticulous records of consular activities..
• Medical & Health Support:
  • Coordinates confidential healthcare logistics for the executive and their family members.
  • Manage medical logs, liaise with healthcare providers, and handle insurance and claims.
• Personal & Family Assistance:
  • Oversee personal calendar items, errands, and family needs.
  • Coordinates with household staff and maintains updated contacts for service providers, healthcare professionals, and personal networks.​​​​​​​
• Additional Duties:
  • ​​​​​​​Assist with special projects and research.
  • Proactively suggest improvements to enhance operational efficiency.

Education and Experience:

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Open to fresh graduates. Relevant internships or coursework in administrative support or operations is a plus.

Skills:

• Exceptional organizational and time management skills, with the ability to manage multiple projects simultaneously.
• Strong verbal and written communication skills.
• Excellent interpersonal skills and the ability to interact with executives, employees, clients, and external partners professionally.
• Proficient in Microsoft Office Suite (Excel, PowerPoint, Word), email management, and scheduling tools.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong problem-solving skills, decision-making, and attention to detail.
• Ability to work independently, show initiative, and be resourceful.