Job description
The EA is responsible for providing administrative and organizational support to the Managing Director. This role involves managing schedules, coordinating meetings, handling correspondence, and ensuring the smooth operation of day-to-day activities. This role requires strong organizational, communication, and time-management skills.
Key Responsibilities
Calendar and Schedule Management:
* Maintain and manage the executive’s calendar, including scheduling appointments and meetings.
* Organize travel arrangements, including flights, accommodations, and itineraries.
Administrative Support:
* Handle incoming calls and messages, ensuring prompt communication and resolution
* Handle incoming and outgoing mail, packages, and deliveries.
* Greet and welcome visitors, clients, and employees.
* Answer, screen, and direct incoming calls in a professional and courteous manner.
* Assist with office supplies management and maintain inventory.
* Ensure the safety and security of the premises by following check-in/check-out procedures for visitors
* Ability to maintain a high level of confidentiality.
Meeting Coordination:
* Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
* Ensure meeting materials and resources are available as needed.
Document Management:
* Maintain a filing system for important documents, both physical and digital.
* Ensure confidentiality and proper organization of sensitive information.
Task Prioritization and Delegation:
* Assist in prioritizing tasks and ensuring deadlines are met.
* Liaise with other departments or external stakeholders on behalf of the executive.
Project Coordination:
* Assist in planning and executing special projects or initiatives.
* Monitor progress and deadlines, ensuring tasks are completed on schedule.
Expense Management:
* Track and manage expenses, including preparing expense reports and ensuring adherence to budget guidelines.
Team Collaboration:
* Work closely with other departments to ensure seamless workflow and collaboration.
* Provide support to other team members as required.
Event Coordination:
* Assist in planning and organizing events, conferences, or team activities as required.
Miscellaneous Support:
* Handle personal errands or tasks as assigned by the executive.
* Act as a point of contact for the executive, ensuring efficient communication flow.
Requirements
* Bachelor’s degree in any, Secretarial Studies, or a related field.
* 1-5 years of experience in a similar role preferred.
* Proficiency in MS Office Suite (Word, Excel, PowerPoint).
* Familiarity with scheduling software and office equipment.
* Excellent communication and interpersonal skills.
* Strong organizational and multitasking abilities.
*High level of discretion and professionalism.
Sales