Job description
Job Overview:
We are seeking a highly organized and proactive Executive Assistant (EA) to provide comprehensive administrative and personal support to the Managing Director. The ideal candidate should possess excellent follow-up skills, a strong sense of integrity, and the ability to manage multiple tasks efficiently. This role requires someone with 3-5 years of relevant experience who can handle professional and personal tasks with discretion and professionalism.
Key Responsibilities:
· Administrative Support:
o Manage the MD's calendar, appointments, and meetings.
o Organize and prioritize incoming emails, correspondence, and phone calls.
o Prepare and edit documents, reports, and presentations.
o Handle sensitive information with confidentiality and discretion.
· Follow-up & Coordination:
o Ensure follow-up on all tasks and projects assigned to other employees.
o Communicate on behalf of the MD and follow up on delegated assignments.
o Track deadlines, commitments, and project progress through a detailed follow-up system.
· Personal Assistance:
o Manage personal tasks for the MD, such as scheduling appointments, booking travel, handling household work, etc.
o Research and coordinate personal purchases and tasks as required.
· Office Coordination:
o Liaise with internal teams and external contacts as the representative of the MD.
o Coordinate meetings, conference calls, and business events.
o Maintain a task list for the MD and assist in prioritizing tasks.
· Research & Data Handling:
o Conduct internet research for both business and personal projects.
o Compile and present information in an organized format, including detailed reports.
· Team Support:
o Collaborate with and support the office staff to ensure smooth operations.
o Communicate tasks to team members on behalf of the MD and ensure timely execution.
Skills and Qualifications:
· Experience:
o 3-5 years of experience in an assistant or secretarial role, preferably supporting high-level executives or managing directors.
o Steady administrative experience, preferably in office coordination.
· Educational Background:
o Graduate from a secretarial college or relevant degree.
· Technical Skills:
o Proficiency in MS Office, especially Excel, Word, and Outlook.
o Ability to work with Excel functions like Pivot Tables, VLOOKUP, and HLOOKUP is preferred.
o Familiarity with Google Search and online research tools.
· Core Competencies:
o Excellent Follow-Up Skills: This is the most critical skill. The candidate must be able to track and follow up on tasks without needing supervision.
o Time Management: Ability to handle multiple tasks and prioritize effectively.
o Communication: Strong command of written and spoken English.
o Integrity & Discretion: Ability to handle sensitive information professionally.
o Shorthand: Preferred but not mandatory.
· Personal Attributes:
o Honesty and Reliability: Proven track record of integrity.
o Attention to Detail: Meticulous in managing schedules, tasks, and details.
o Problem-Solving Ability: Capable of handling challenges and conflicts professionally.
o Job Stability: Preference for candidates with a stable work history, not frequent job-hoppers.
Role: Administration - Other
Industry Type: IT Services & Consulting
Department: Administration & Facilities
Employment Type: Full Time, Permanent
Role Category: Administration
Education
UG: Any Graduate
Key Skills
Skills highlighted with ‘‘ are preferred keyskills
CoordinationCalendar ManagementEAFollow Ups