executive assistant

Position Title: Executive Assistant to the Vice President
Department: Executive Office
Reports To: Vice President

Job Summary

The Executive Assistant to the Vice President provides high-level administrative and operational support to the Vice President by managing schedules, coordinating meetings, handling confidential information, preparing reports, and ensuring efficient communication between departments. The role requires excellent organizational skills, professionalism, discretion, and the ability to work effectively in a fast-paced environment.

Key Responsibilities

Administrative Support

• Manage and maintain the Vice President's calendar, appointments, meetings, and travel arrangements.
• Screen phone calls, emails, and correspondence, and prioritize matters requiring attention.
• Prepare, edit, and proofread reports, presentations, memos, letters, and other business documents.
• Organize and maintain confidential files, records, and documents.
• Monitor deadlines and follow up on action items to ensure timely completion.

Meeting Coordination

• Schedule and coordinate internal and external meetings.
• Prepare meeting agendas, minutes, and supporting materials.
• Track decisions, action plans, and commitments arising from meetings.
• Coordinate executive events, conferences, and business functions.

Communication and Coordination

• Serve as a liaison between the Vice President and internal departments, clients, vendors, and business partners.
• Facilitate effective communication and information flow across the organization.
• Handle inquiries and resolve administrative issues on behalf of the Vice President when appropriate.

Reporting and Documentation

• Compile data and prepare reports, presentations, and executive summaries.
• Assist in monitoring departmental performance indicators and business objectives.
• Maintain accurate records of executive activities and correspondence.

Project and Operational Support

• Assist in the planning and execution of special projects and company initiatives.
• Coordinate with department heads to gather information and monitor project progress.
• Support the Vice President in strategic planning and operational activities.

Confidentiality and Compliance

• Handle sensitive and confidential information with the highest level of discretion.
• Ensure compliance with company policies, procedures, and regulatory requirements.
• Safeguard company records and executive communications.

Qualifications

• Bachelor's Degree in Business Administration, Management, Communications, or a related field.
• At least 3–5 years of experience as an Executive Assistant, Administrative Assistant, or similar role supporting senior executives.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong interpersonal and problem-solving skills.
• Ability to work independently and under pressure with minimal supervision.

Competencies

• Professionalism and Integrity
• Attention to Detail
• Confidentiality and Discretion
• Organizational and Planning Skills
• Communication and Interpersonal Skills
• Time Management
• Initiative and Proactiveness
• Adaptability and Flexibility

Key Performance Indicators (KPIs)

• Timely completion of executive tasks and reports.
• Accuracy of documentation and records.
• Effective calendar and meeting management.
• Timely follow-up and closure of action items.
• Quality of communication and coordination support.
• Compliance with confidentiality and company policies.