Executive Assistant

Job Summary

The Executive Assistant will play a key role in supporting senior executives and facilitating the smooth operation of the organization. This position requires a proactive, organized, and detail-oriented individual who can manage a variety of tasks, ranging from scheduling and communication to event coordination and vendor management.

Key Responsibilities

Executive Support

- Provide administrative assistance to C-level executives, including managing professional and personal schedules, arranging travel, and handling communications.

- Streamline and maintain internal processes to support top-level executives across the company, ensuring a smooth workflow by coordinating internal and external resources.

- Organize and prioritize tasks to align with senior executives' goals and overall company objectives.

Scheduling & Communication

- Manage calendars, appointments, and meetings for upper management, ensuring they are well-prepared and informed.

- Act as a liaison between executives and internal/external contacts, facilitating communication and managing project-related tasks.

Travel & Logistics Management

- Arrange travel for executives and other employees, including booking flights, hotels, and ground transportation.

- Handle visa and immigration processes for executives and employees traveling internationally, ensuring timely and accurate submission of paperwork.

- Ensure travel policies are followed, maintaining cost-efficiency and compliance with company standards.

Company's Events Coordination

- Assist the Marketing and Admin teams in coordinating company events, including conferences, meetings, and other gatherings.

- Work closely with vendors to ensure event requirements are met and preparations are executed seamlessly.

Vendor & Contractor Management

- Manage relationships with vendors, contractors, and suppliers, ensuring adherence to service-level agreements.

- Oversee the negotiation, review, and execution of contracts, securing cost-effective purchasing and high-quality services.

Reporting & Documentation

- Prepare and submit meeting minutes, reports, presentations, and proposals as requested by management.

- Ensure documentation is accurate, well-organized, and easily accessible.

Time Management & Ad-Hoc Duties

- Prioritize tasks and manage deadlines effectively, ensuring key deliverables are met.

- Perform other ad-hoc duties as assigned by the line manager, demonstrating flexibility and a willingness to take on additional responsibilities when needed.

- Proven experience as an Executive Assistant, Personal Assistant, or in a similar role with a minimum of 5 years of experience.

- Bachelor's degree in Business Administration, Communications, or a related field (preferred).

- Full fluency in English, with excellent verbal and written communication skills.

- History of working with a foreign company using English as the main language.

- Proficiency in Notion, Google Suite, and other relevant software.

- Experience working with a technology company is a plus.

- Experience in coordinating company’s events and vendor management is a plus.

- Self-motivated, proactive, and able to work independently.

- Excellent organizational and time management skills.

- Well-organized, with the ability to handle multiple tasks and adapt to changing priorities under pressure.

- Strong attention to detail and excellent presentation skills.