Executive Assistant

Key Roles and Responsibilities

1. Calendar & Schedule Management

• Manage the Directors daily calendar, meetings, and appointments.
• Schedule internal and external meetings and send reminders.
• Prioritize appointments and manage schedule changes.

2. Communication Management

• Handle emails, phone calls, and official correspondence.
• Coordinate communication between the Director and various departments.
• Respond to routine queries and follow up on pending matters.

3. Meeting Coordination

• Organize meetings, prepare agendas, and coordinate with attendees.
• Record meeting minutes and maintain action points.
• Follow up with concerned departments to ensure timely completion of assigned tasks.

4. Administrative Support

• Prepare reports, presentations, documents, and official letters.
• Maintain confidential files, records, and important documents.
• Manage travel arrangements, hotel bookings, and meeting logistics when required.

5. Interdepartmental Coordination

• Coordinate with Sales, Marketing, Finance, HR, CRM, and other departments.
• Collect updates and reports from department heads.
• Communicate management instructions and monitor their implementation.

6. Task & Follow-up Management

• Track tasks assigned by the Director to various departments.
• Maintain a tracker of pending, ongoing, and completed activities.
• Escalate delays or important issues to senior management.

7. Confidentiality & Professionalism

• Maintain confidentiality of business information and management discussions.
• Handle sensitive documents and communications responsibly.
• Ensure professional communication with employees, clients, and business associates.

8. Management Reporting

• Prepare daily, weekly, or monthly status reports as required.
• Compile departmental updates and highlight pending approvals.
• Assist management in organizing information for decision-making.

9. Business & Operational Coordination

• Support the Director in day-to-day business operations.
• Coordinate with external stakeholders, vendors, clients, and business partners.
• Assist in special projects and assignments delegated by management.

Key Skills Required

• Excellent verbal and written communication
• Strong organizational and time-management skills
• Proficiency in MS Excel, Word, PowerPoint, and email
• Professionalism and discretion in handling confidential information
• Multitasking and problem-solving abilities
• Attention to detail and follow-up skills
• Ability to coordinate with multiple departments