executive assistant

About the role

The Executive Assistant provides high-level administrative, organizational, and coordination support to the executives and Upper Management team of the company. The position is responsible for maintaining the executives' daily and weekly schedules, coordinating meetings and appointments, monitoring and reconciling assigned tasks and deliverables of Upper Management, and ensuring that important executive activities and deadlines are properly tracked and followed up. The Executive Assistant will also provide basic accounting and finance support, particularly in Accounts Payable and Accounts Receivable, documentation, reconciliation, monitoring of transactions, and coordination with the Accounting/Finance team.

Key responsibilities

• Maintain and organize the daily and weekly schedules of executives and Upper Management
• Coordinate meetings, appointments, conferences, business activities, and other executive engagements
• Maintain a centralized Task Monitoring and Accountability Tracker for the Upper Management team
• Record and monitor tasks, assignments, deadlines, priorities, and expected deliverables
• Conduct regular follow-ups with managers regarding pending and overdue tasks
• Prepare meeting agendas, documents, presentations, reports, and other materials when required
• Take accurate meeting minutes and document decisions, action items, responsible persons, and deadlines
• Prepare correspondence, memoranda, reports, presentations, forms, and other executive documents
• Assist in monitoring company Accounts Payable (AP) transactions and review invoices, billing statements, purchase orders, and supporting documents
• Assist in monitoring Accounts Receivable (AR) and outstanding customer balances

About you

• Bachelor's degree in Business Administration, Accountancy, Management, Office Administration, Finance, or a related field
• At least 1 year of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, Management Assistant, or similar position
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint
• Strong attention to detail and accuracy
• Ability to manage multiple tasks and changing priorities
• High level of professionalism, confidentiality, and integrity
• Basic knowledge of Accounts Payable and Accounts Receivable
• Ability to prepare and maintain spreadsheets, trackers, reports, and administrative records