Executive Assistant | Media Meter Inc.  

Job Title: Executive Assistant

Full-Time Onsite, Monday to Friday ( 8 am - 5 pm)

Position Summary:

This role involves managing schedules, coordinating meetings, preparing reports and presentations, and handling confidential information.

Key Responsibilities

Executive Support:

• Manage the COO’s calendar, schedule meetings, and arrange appointments.
• Prioritize and organize daily tasks, ensuring all deadlines are met.
• Coordinate and prepare agendas, meeting materials, and follow-up tasks for internal and external meetings.
• Handle and prioritize incoming communications, including emails, phone calls, and correspondence.

Project Coordination:

• Assist with the planning and execution of key operational projects by tracking progress and ensuring that deadlines and deliverables are met.
• Assist various teams across the organization by coordinating project meetings, creating presentations, and gathering and organizing data and reports.
• Track the status of operational initiatives and provide updates to the COO.

Communication & Liaison:

• Act as the main point of contact between the COO and internal/external stakeholders, ensuring professional and effective communication.
• Draft and proofread emails, presentations, reports, and other documents on behalf of the COO.
• Manage confidential and sensitive information with discretion and professionalism.

Office and Operational Support:

• Manage and organize documents, contracts, and records related to operations.
• Assist with the preparation of operational reports and performance tracking documents.

Event Planning and Travel Management:

• Organize conferences, meetings, and company events, ensuring logistics, participants, and materials are prepared in advance.

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 applications, work permits, and other immigration documentation for executive travel.
• Liaise with visa agencies, consulates, and immigration consultants to ensure timely submission and processing of documents.

Embassy & Consular Coordination:

• Communicate with embassies and consulates for appointment scheduling, documentation requirements, and urgent travel approvals.
• Ensure proper notarization, legalization, and authentication of documents as required by destination countries.
• Keep accurate records of embassy visits, correspondence, and related documentation.

Medical & Health Support:

• Schedule and manage doctor, specialist, and medical appointments for the executive and their family members.
• Maintain a confidential log of medical appointments, prescriptions, and follow-up actions.
• Coordinate with medical providers, clinics, and pharmacies for health-related needs.
• Handle medical insurance documents and claims processing as required.

Personal & Family Assistance:

• Manage personal calendar items, including family events, school meetings, and appointments.
• Liaise with household staff, drivers, or nannies to ensure smooth operations for the family.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, or a related field.
• 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.