Executive Assistant - Onsite

Job Purpose Provide comprehensive assistance to Executives by performing a wide range of administrative and support duties.

Job Duties And Responsibilities

• Manage and maintain executive appointment schedules, including planning, organizing, and coordinating meetings, conferences, teleconferences, and travel arrangements.
• Organize and facilitate meetings and assemblies by overseeing reservations and related logistics.
• Provide daily support to executives, addressing their immediate needs.
• Maintain organized records of documents signed by executives.
• Prepare detailed travel itineraries, secure visas and travel documents, arrange hotel accommodations, and coordinate transportation for executive business trips, including seat reservations, check-ins, and special requirements.
• Oversee the renewal and acquisition of necessary documentation and identification for executives.
• Coordinate travel agency billings and related administrative tasks.
• Serve as a liaison between executives and other department heads, managers, and subsidiaries as needed.
• Review, organize, and process documents requiring executive approval.
• Monitor and manage inventory levels of office supplies and equipment.
• Oversee and coordinate international travel for the company.
• Prepare and process payments, reimbursements, cash advances, and liquidations for the executive office.
• Manage all incoming and outgoing communications (telephone, text, email, etc.).
• Perform other tasks and activities as assigned by executives.
• Work hours are aligned with the executive’s schedule.
• Occasional field work or travel may be required.

Qualifications

• A bachelor’s degree is required.
• Minimum of 5 years of relevant experience supporting executive-level management in office administration.
• Familiarity with corporate terminology and business processes.
• Proven ability to provide effective administrative and personal support to executives.
• Exceptional record-keeping and document management skills.
• Proficiency in Microsoft Office applications, social media platforms, and internet research.
• Strong planning, organizing, and prioritization skills.
• Strong communication, interpersonal, and organizational skills.
• Oral and written proficiency in English required.
• Strong analytical skills and keen attention to detail.
• Must be reachable 24/7 for urgent needs.
• Knowledge of key personalities in business or fashion retail is an advantage.