Executive Assistant

Executive Assistant to Director

Role Overview

We are looking for a highly organised, proactive, and discreet Executive Assistant to the Director who can provide comprehensive executive, administrative, and personal support. The ideal candidate will be capable of managing a demanding schedule, coordinating with senior stakeholders, handling confidential information, and supporting the Director across business and personal requirements.

Key Responsibilities

1. Calendar & Schedule Management

Manage and coordinate the Director s calendar, including meetings, appointments, conference calls, and commitments.
Proactively identify and resolve scheduling conflicts.
Prioritise appointments and ensure optimal utilisation of the Director s time.

2. Communication & Correspondence

Act as the primary point of contact for internal and external stakeholders on behalf of the Director.
Draft, review, and manage emails, letters, presentations, and other business correspondence.
Ensure all communication is handled professionally, accurately, and in a timely manner.

3. Meeting & Secretarial Support

Coordinate meetings, prepare agendas, presentations, briefing notes, and supporting documents.
Attend meetings when required and maintain detailed minutes and action trackers.
Follow up with stakeholders to ensure timely closure of action items.
Handle other secretarial and executive-support responsibilities assigned by the Director.

4. Travel Management

Plan and coordinate complex domestic and international travel arrangements.
Manage flights, accommodation, ground transportation, visas, and other travel requirements.
Prepare detailed travel itineraries and travel dossiers.
Ensure all travel arrangements are aligned with the Director s schedule and preferences.

5. Administrative & Financial Support

Manage expense reports, invoices, documentation, and related administrative processes.
Maintain accurate physical and digital records and ensure easy retrieval of important documents.
Coordinate with the Accounts team for financial and payment-related requirements.
Manage the Director s credit card payments and other personal payments in a timely and confidential manner.
Maintain accurate trackers for statement dates, payment due dates, and other financial commitments.

6. Project & Business Support

Assist the Director with special projects through research, data analysis, MIS, presentations, and reports.
Gather and analyse information to support business decisions.
Identify opportunities to improve processes, automate routine activities, and enhance operational efficiency.
Provide timely follow-ups and ensure completion of assigned tasks.

7. Confidentiality & Discretion

Maintain the highest level of confidentiality while handling sensitive business and personal information.
Exercise discretion while dealing with strategic plans, investments, financial information, and personal matters of the Director.
Demonstrate strong integrity, professionalism, and sound judgement at all times.

8. Stakeholder & Relationship Management

Build and maintain strong professional relationships with key stakeholders, including investors, portfolio company executives, business partners, and industry professionals.
Represent the Director and the organisation with professionalism, discretion, and maturity.
Coordinate effectively with senior-level internal and external stakeholders.

Essential Qualifications

Senior Secondary (12th): Commerce background with a minimum of 70% marks.
Graduation: Regular full-time graduation from a recognised institution with First Division.
Excellent written and verbal communication skills in English.
Strong organisational, coordination, and time-management skills.

Preferred Qualifications

Education from an English-medium institution.
MBA from a recognised institution, completed through a regular full-time programme.
Working knowledge of AI tools and their practical application in:

MIS and reporting
Data analysis
Business process automation
Productivity and workflow enhancement

Ideal Candidate Profile

The ideal candidate should be:

Highly organised and detail-oriented.
Proactive with the ability to anticipate requirements.
Excellent at multitasking and managing priorities.
Mature, discreet, and comfortable handling confidential information.
Strong in written and verbal communication.
Comfortable working with senior stakeholders and handling time-sensitive requirements.
Technology-savvy, with an interest in leveraging AI and automation to improve efficiency.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.