Job Purpose:

The job purpose is to provide a comprehensive administrative and organizational support to BOD, managing their day-to-day activities and responsibilities, and ensuring the smooth and efficient operations of the executive office. This role serves as a trusted liaison between the Executives and internal and external stakeholders, managing communications, information flow, schedules, and projects with professionalism and maintaining a highest level of discretion and confidentiality.

Calendar Management:

– Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and conferences.

– Coordinate travel arrangements, accommodation, and transportation for business trips and personal travel.

– Coordinate and prioritize conflicting commitments, ensuring the executive’s time is optimized.

Communication Management:

– Serve as the primary point of contact for the Executive.

– Answer and screen phone calls, emails, and other forms of communication, filtering them appropriately and managing the flow of information to the Executive.

– Draft and respond to emails and correspondence on behalf of the Executive, maintaining a professional and consistent tone.

– Handle inquiries and requests from internal and external stakeholders, providing timely and accurate responses.

Administrative Support:

– Provide comprehensive administrative support, including organizing files, maintaining records, and managing documentation.

– Prepare agendas, minutes, and materials for meetings, ensuring timely distribution and follow-up on action items.

– Prepare expense reports, invoices, and other financial paperwork.

– Assist with personal tasks and errands, as needed.

– Perform such duties as may be assigned from time to time by the Management.

Office Management:

– Manage the Executive’s office space, including maintaining supplies, equipment, and facilities.

– Liaise with building management, vendors, and service providers for office maintenance and repairs.

– Ensure the office environment is clean, organized, and conducive to productivity.

Calendar Management Accuracy:

– Effectively managing the executive’s calendar by tracking the accuracy of scheduling, minimizing conflicts, and ensuring that meetings and appointments are properly prioritized.

Communication Management:

– Response time to emails and phone calls, accuracy of information provided, professionalism in communication, percentage of messages delivered to the right recipient.

– Clear and professional verbal and written communication with internal and external stakeholders.

– Ability to relay messages accurately and promptly between the executive and others.

Organizational Skills:

– Efficiently maintenance of organized filing systems and document management.

– Efficiency in arranging and coordinating meetings, events, and logistics.

– Proactiveness in identification of areas where support is needed and taking initiative to provide assistance without being asked.

Office Management:

– Efficiency of office operations, and maintenance of a professional work environment.

Attention to Detail:

– Accuracy in preparing reports, presentations, and correspondence.

– Thoroughness in proofreading and editing documents.

– Consistency in maintaining accurate records and documentation.

Job Type: Full-time