Executive Assistant

Role & responsibilities:

Manage and organize the Directors calendar using Google Calendar, including scheduling, rescheduling, and coordinating meetings.

Provide high-level administrative support to the Director, including managing schedules, appointments

Prepare and organize documents for meetings, presentations, and reports.

Draft and edit communications, letters and presentations.

Ensure timely follow-up on action items from meetings

Maintain a filing system for easy document retrieval.

Prepare and review reports, presentations, and correspondence on behalf of the Director.

Screen and prioritize emails, calls, and requests for meetings.

Ensure timely and efficient communication between employees and the Director, acting as the primary point of contact.

Prepare agendas, meeting minutes, and follow-up action items for internal and external meetings.

Coordinate and facilitate meetings, conference calls, and virtual appointments.

Track and prioritize emails, requests, and tasks for the Director to ensure deadlines are met.

Monitor and manage facility management systems (FMS) related tasks, ensuring the Director is updated on important issues. Preferred candidate profile

Experience in managing internal communication and scheduling for senior management.

Familiarity with office management tools and systems.

Minimum of 2-3 years of experience as an Executive Assistant or similar role.

Proficiency in using Google Workspace (Google Calendar, Gmail, Docs, Sheets).

Excellent communication and interpersonal skills.

Strong organizational and multitasking abilities.

High attention to detail and ability to prioritize tasks efficiently.

Professionalism and discretion in handling confidential matters.