Executive Assistant (C-suite)

Job Summary

As a key support to our Senior Executive, you will provide personalized secretarial and administrative assistance in an organized and efficient manner. Working closely on a one-to-one basis, you will handle a range of executive assistant tasks that support the executive’s day-to-day responsibilities and communication needs. Your role will be essential in streamlining office workflow and ensuring smooth administrative operations. Additionally, you will collaborate with colleagues and executives to help plan, coordinate, and distribute essential information in a fast-paced environment.

Job Description

• Provide comprehensive secretarial, clerical, and administrative support to the Executive, including complex calendar management, meeting coordination, travel arrangements, expense processing, and memo drafting

• Manage and maintain familiarity with enterprise systems for invoicing and procurement

• Coordinate onboarding and offboarding logistics for new hires and departing employees

• Arrange business travel and ensure timely submission of related claims for approval

• Handle and safeguard confidential and sensitive documents

• Prepare professional PowerPoint presentations and visual materials for meetings and events

• Lead coordination efforts for townhalls, corporate events, and board meetings as required

• Monitor and maintain office supply inventory to ensure operational efficiency

• Serve as the first point of contact, managing incoming correspondence and phone inquiries with professionalism

• Plan and execute internal team events, such as conferences, team-building activities, and year-end celebrations

• Perform other ad hoc administrative tasks and projects as assigned by the manager

Key Qualification

• Diploma or Bachelor's Degree in Business Administration, Office Management, Communications, or a related field.

• Minimum 5-8 years of experience providing executive, secretarial, or administrative support to senior-level executives.

• Proven ability to manage multiple priorities, maintain confidentiality, and work effectively in a fast-paced environment.

• Excellent organizational and time management skills with strong attention to detail.

• Strong verbal and written communication skills, with the ability to interact professionally with stakeholders at all levels.

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and other office productivity tools.

• Experience managing complex calendars, scheduling meetings, coordinating travel arrangements, and preparing reports and presentations.

• Ability to exercise sound judgment, discretion, and professionalism when handling sensitive information.

• Strong problem-solving skills and the ability to work independently with minimal supervision.

• Demonstrated ability to coordinate events, meetings, and administrative projects effectively.

• Team-oriented mindset with excellent interpersonal skills and the ability to collaborate across departments.

• Flexible, resourceful, and adaptable to changing priorities and business needs.