Job No – 3077 | Executive Assistant to Director |

Job Description

1. Calendar Management:
– Coordinate and manage the Director’s daily schedule, including meetings, appointments, and travel arrangements.
– Prioritize and arrange meetings, ensuring optimal time management.

2. Communication and Correspondence:
– Act as a point of contact between the Director and internal/external parties.
– Draft and review emails, reports, presentations, and other documents as needed.

3. Meeting Coordination:
– Schedule, prepare agendas, and assist in organizing meetings, conferences, and events. – Record meeting minutes and follow up on action items to ensure timely completion.

4. Travel Arrangements:
– Plan and arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
– Anticipate travel-related requirements and address any changes or adjustments.

5. Information Management:
– Manage sensitive and confidential information with discretion and professionalism.
– Organize and maintain electronic and physical files, ensuring easy retrieval of documents.

6. Task Prioritization:
– Proactively identify priorities and urgent tasks, ensuring that critical matters receive prompt attention.

7. Time Management & Record Keeping:
– Screen and filter incoming calls, messages, and requests to manage the Director’s time effectively.
– Redirect or address inquiries as necessary.

8. Administrative Support:
– Prepare and review reports, presentations, and documents for accuracy and completeness.
– Assist in expense tracking, reimbursement submissions, and other administrative tasks.

9. Relationship Management:
– Build and maintain positive relationships with internal teams, clients, partners, and stakeholders.
– Represent the Director professionally in interactions and communications.

Qualifications and Experience:

– Bachelor’s degree in Business Administration, Management, or related field.
– Proven experience (2-3 years) as an Executive Assistant, Personal Assistant, or in a similar role.
– Strong proficiency in MS Office suite (Word, Excel, PowerPoint) and scheduling tools.
– Exceptional organizational and time management skills with the ability to multitask effectively.
– Excellent verbal and written communication skills, with keen attention to detail.
– Ability to maintain confidentiality, exhibit professionalism, and exercise sound judgment.
– Strong problem-solving skills and the ability to anticipate needs and challenges.
– Adaptability to a dynamic work environment and changing priorities.

Company Sector – IT Sector