Job Title: Executive Assistant Location: 3rd Floor, MMI Office Reports to: Chief Operating Officer (COO) Department: Executive Job Type: Full-Time Onsite, Monday to Friday ( 8 am - 5 pm) Position Summary: We are looking for a highly organized, proactive Executive Assistant to support the Chief Operating Officer (COO) and the Chief Executive Officer (CEO). This role involves managing schedules, coordinating meetings, preparing reports and presentations, and handling confidential information. Strong problem-solving, communication, and organizational skills are essential, along with the ability to manage multiple priorities in a fast-paced environment. Key Responsibilities Executive Support: Manage the COO's calendar, schedule meetings, and arrange appointments. Prioritize and organize daily tasks, ensuring all deadlines are met. Coordinate and prepare agendas, meeting materials, and follow-up tasks for internal and external meetings. Handle and prioritize incoming communications, including emails, phone calls, and correspondence. Project Coordination: Assist with the planning and execution of key operational projects by tracking progress and ensuring that deadlines and deliverables are met. Assist various teams across the organization by coordinating project meetings, creating presentations, and gathering and organizing data and reports. Track the status of operational initiatives and provide updates to the COO. Communication & Liaison: Act as the main point of contact between the COO and internal/external stakeholders, ensuring professional and effective communication. Draft and proofread emails, presentations, reports, and other documents on behalf of the COO. Manage confidential and sensitive information with discretion and professionalism. Office and Operational Support: Coordinate with other teams to ensure smooth daily operations. Manage and organize documents, contracts, and records related to operations. Assist with the preparation of operational reports and performance tracking documents. Event Planning and Travel Management: Organize conferences, meetings, and company events, ensuring logistics, participants, and materials are prepared in advance. 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 applications, work permits, and other immigration documentation for executive travel. Liaise with visa agencies, consulates, and immigration consultants to ensure timely submission and processing of documents. Maintain up-to-date knowledge of global visa requirements and processing timelines. Embassy & Consular Coordination: Communicate with embassies and consulates for appointment scheduling, documentation requirements, and urgent travel approvals. Ensure proper notarization, legalization, and authentication of documents as required by destination countries. Keep accurate records of embassy visits, correspondence, and related documentation. Medical & Health Support: Schedule and manage doctor, specialist, and medical appointments for the executive and their family members. Maintain a confidential log of medical appointments, prescriptions, and follow-up actions. Coordinate with medical providers, clinics, and pharmacies for health-related needs. Handle medical insurance documents and claims processing as required. Personal & Family Assistance: Manage personal calendar items, including family events, school meetings, and appointments. Handle errands, special purchases, and household necessities as directed. Liaise with household staff, drivers, or nannies to ensure smooth operations for the family. Maintain up-to-date contact lists for service providers, medical professionals, and personal networks. Additional Duties: Provide support for special projects, research, and other tasks as assigned by the COO. Continuously seek ways to improve efficiency and effectiveness within the COO's office and the organization's operations. Qualifications: Education and Experience: Bachelor's degree in Business Administration, Communications, or a related field. Skills: 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. Show more Show less