Executive Assistant

ROLE SUMMARY

DUTIES AND RESPONSIBILITIES 

Calendar Management

• Scheduling meetings, appointments, and events while ensuring there are no conflicts.
• Coordinating both personal and professional appointments, meetings, events, and travel arrangements.
• Anticipate potential conflicts and prioritize tasks based on urgency and importance while considering the overall objectives of the organization.

Time Management

• optimizing the MD/CEO’S time to ensure they can focus on high-priority
• prioritize tasks based on urgency and importance.
• set timely reminders to keep projects on track and ensure that all deadlines are met without compromising on quality.
• Anticipating the needs of the MD/CEO, scheduling meetings efficiently, and adjusting plans as necessary to accommodate last-minute changes.

Travel Management

• Booking flights, arranging accommodations, and crafting comprehensive travel itineraries that include everything from transportation logistics to meal preferences.
• Coordinate with various service providers, keeping in mind the MD’s needs and preferences while also anticipating potential challenges that may arise during the journey.
• Ensuring that every aspect—from departure to return—runs smoothly.

Being a Gatekeeper for the MD/CEO

• Take on the role of gatekeeper for the MD. Which involves carefully filtering communications to ensure that only the most important messages reach them.
• Manage calls by screening them and deciding which ones warrant immediate attention and which can be handled later.
• Prioritizing who gets access to the MD/CEO, This could involve coordinating meetings and scheduling time for high-priority stakeholders.
• Ensure the MD is only accessible to essential contacts while also safeguarding his productivity, allowing him to focus on strategic decision-making and key responsibilities.

Strategic Business Partner

• EAs actively contribute to strategic discussions by bringing valuable insights to the table and participating in decision-making processes.
• Identify opportunities for growth, streamline operations, and support the achievement of organizational goals.

Communication

• Conveyance of information clearly and concisely while maintaining a professional tone.
• drafting emails, making phone calls and engaging in face-to-face conversations, to create a productive work environment and supports the overall success of the team.

Project Management

• Responsible for the planning, execution, and closing of projects.
• Assess project requirements, allocate resources effectively, and establish clear timelines.
• Responsible for monitoring progress, managing teams, and addressing any challenges that arise to ensure that the project stays on track.
• Evaluate the outcomes against the set objectives, gather feedback, and document lessons learned.
• Ensure that deadlines are met and stakeholder expectations are satisfied.

KNOWLEDGE SKILLS AND ABILITIES 

• Organizational Skills: Efficiently manage schedules and prioritize tasks.

• Communication Skills: Effective written and verbal communication with stakeholders.

• Confidentiality: Handle sensitive information with discretion and integrity.

• Problem-solving: Identify issues and propose solutions promptly.

• Adaptability: Flexibility to adjust to changing priorities and environments.

• Attention to Detail: Ensure accuracy in all administrative tasks.

• Resourcefulness: Anticipate needs and provide proactive support.

• Professionalism: Maintain high standards of conduct and attitude.

• Technology Proficiency: Mastery of office software and productivity tools.

• Teamwork: Collaborate effectively with colleagues to achieve goals.

EDUCATIONAL QUALIFICATION 

 Bachelor's degree in business administration or related field preferred.

Professional Certifications: Certified Administrative Professional (CAP), Certified Executive Assistant (CEA), or relevant certifications are added advantages