The Executive Assistant provides comprehensive administrative and operational support to General Manager. This role manages calendars, meetings, travel arrangements, communications, reports, and special projects while serving as a key point of contact between the executive and internal/external stakeholders. The position requires strong organizational skills, discretion, initiative, and the ability to work in a fast-paced environment.
Key Job Scope of an Executive Assistant:
1. Calendar & Schedule Management
- Manage GM's appointments, meetings, and events.
- Coordinate internal and external meetings.
- Prioritize schedules and resolve calendar conflicts.
- Send meeting invitations and reminders.
2. Travel & Logistics Coordination
- Arrange business travel, including flights, hotels, transportation, and visas.
- Prepare travel itineraries and briefing documents.
- Manage travel expense claims and reimbursements.
3. Meeting Management
- Prepare meeting agendas and supporting materials.
- Take minutes during meetings and distribute action items.
- Track follow-up actions and deadlines.
4. Communication Management
- Draft professional emails, reports, presentations, and letters.
- Act as a liaison between executives and stakeholders.
5. Administrative Support
- Organize filing systems and databases.
- Handle office administration and procurement requests.
6. Project & Task Coordination
- Monitor ongoing projects and timelines.
- Coordinate across departments to ensure deliverables are completed.
- Support special projects assigned by management.
7. Stakeholder Relationship Management
- Interact with clients, vendors, business partners, and senior management.
- Build and maintain positive professional relationships.
- Represent the executive professionally when required.
8. Event & Business Function Organization
- Coordinate team events, workshops, and meetings.
- Manage venue bookings, catering, and logistics.
- Ensure smooth execution of events.
9. Reporting & Documentation
- Prepare reports, dashboards, and presentations.
- Compile business data and management reports.
- Maintain accurate records of meetings and decisions.
10. Confidentiality & Governance
- Handle sensitive business information with discretion.
- Ensure documents comply with company policies.
- Support governance, audit, and compliance requirements when needed.
Key Skills Required
- Strong organizational and time-management skills
- Excellent written and verbal communication
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)
- Ability to multitask and prioritize effectively
- Attention to detail and accuracy
- Problem-solving and decision-making skills
- Professionalism and confidentiality
- Stakeholder management and interpersonal skills
