Job Description

Job Title Executive Assistant

Description

Provide executive planning and administrative support to the Executive VP and COO which requires discretion and confidentiality. Works with minimal instruction or supervision and is expected to exercise considerable judgment and initiative in the performance of job responsibilities. Primary point of contact for internal and external stakeholders and serve as a liaison to various organizations including customers, partners as well as senior management including board level. Organize and coordinate executive meetings, travel and content, external relations efforts and oversee special projects. PRIMARY RESPONSIBILITY Perform a variety of general administrative duties. Manage the calendar by arranging internal and external meetings and filtering appointments as required. Greets visitors, answers phones, directs calls and takes messages on behalf of the Executives. Coordinate travel arrangements for executives as required and in accordance with Company policy. Assist the executives with their daily schedule and duties, to include managing their calendar and commitments, prepare expense claims, support visa applications. Processes expense reports; ensures that check requests have the required approvals to pass on to accounting for payment. Organize meetings, events and business lunches as required. Maintain and update documents, trackers and records in appropriate files. Documentation support, including preparation of meeting agendas, briefings, correspondences, preparation and formatting of reports and presentations. Assist with special projects as and when required. Maintains strict confidentiality at all times. SECONDARY RESPONSIBILITY Assist in in preparing the Finance Bulletin and assist in composing the Finance Manual. QUALIFICATIONS Education Ideally educated to degree level in a business administration field. Experience 5 years' experience in a similar role. Skills Excellent English, communication skills with the ability to compose, edits and proofread correspondence and reports. Substantial knowledge of office practices and procedures including recordkeeping methods. Computer literate with advanced skills in word processing and spreadsheet software in a Windows environment. Demonstrate the ability to adapt quickly to new software packages. Knowledge of presentation graphics software. Exposure to database software is helpful. ADDITIONAL INFORMATION Self-motivated, very organized, proactive, flexible and good time management. Possess interpersonal skills to interact effectively with personnel at all levels. Able to handle multiple assignments simultaneously, meet deadlines, and ensure completion of long-term projects. Able to adhere to prescribed routines and practices. High level of accuracy and attention to detail. Needs to be accustomed to handling confidential information.

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