Executive Assistant

• Executive Support:

• Manage the COO’s calendar, schedule meetings, and handle daily tasks to ensure deadlines are met.
• Prepare meeting agendas, materials, and follow-ups.
• Prioritize and manage incoming communications.
• Project Coordination:

• Support operational projects by tracking progress and deliverables.
• Coordinate project meetings, create presentations, and compile reports.
• Provide regular updates to the COO.
• Communication and Liaison:

• Serve as the primary contact between the COO and stakeholders.
• Draft and review professional communications and documents.
• Handle sensitive information with discretion.
• Office and Operational Support:

• Manages operational documentation, performance reports, and ensures streamlined interdepartmental workflows to support daily business continuity.
• Event Planning and Travel Management:

• Oversees end-to-end planning of executive travel and company events, ensuring adherence to policy, accuracy in logistics, and executive readiness through detailed itineraries.
• Travel Arrangements:

• Plan, coordinate, and book comprehensive travel itineraries, including flights, ground transportation, hotels, and travel insurance.
• Manage travel logistics for domestic and international trips, ensuring compliance with company travel policies.
• Prepare detailed travel briefs and itineraries for executives and stakeholders.
• Visa & Immigration Processing:

• Manage visa, work permit, and immigration processes.
• Coordinate with agencies and consulates to ensure timely document submission and compliance.
• Embassy & Consular Coordination:

• Facilitates embassy coordination for document authentication, scheduling, and travel clearance.
• Maintains meticulous records of consular activities..
• Medical & Health Support:

• Coordinates confidential healthcare logistics for the executive and their family members.
• Manage medical logs, liaise with healthcare providers, and handle insurance and claims.
• Personal & Family Assistance:

• Oversee personal calendar items, errands, and family needs.
• Coordinates with household staff and maintains updated contacts for service providers, healthcare professionals, and personal networks.
• Additional Duties:

• Assist with special projects and research.
• Proactively suggest improvements to enhance operational efficiency.

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Open to fresh graduates. Relevant internships or coursework in administrative support or operations is a plus.

• Exceptional organizational and time management skills, with the ability to manage multiple projects simultaneously.
• Strong verbal and written communication skills.
• Excellent interpersonal skills and the ability to interact with executives, employees, clients, and external partners professionally.
• Proficient in Microsoft Office Suite (Excel, PowerPoint, Word), email management, and scheduling tools.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong problem-solving skills, decision-making, and attention to detail.
• Ability to work independently, show initiative, and be resourceful.

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