Executive Assistant
NovaVibe Media
Admin & Office
Job Summary
We are seeking a proactive and detail-oriented Executive Assistant to support our executives in managing daily operations, schedules, and communication. This role requires exceptional organizational skills, effective time management, and the ability to handle multiple tasks efficiently. The ideal candidate will be responsible for coordinating calendars, managing communications, organizing travel, preparing reports, and ensuring the smooth execution of projects. Discretion, professionalism, and the ability to work in a fast-paced environment are essential. This hybrid role offers the opportunity to contribute to the organization’s success by enabling executives to focus on strategic priorities.
- Minimum Qualification : Degree
- Experience Level : Entry level
- Experience Length : 2 years
Job Description/Requirements
- Organize and maintain executives’ calendars, including scheduling appointments, meetings, and events.
- Prioritize meetings and manage time effectively to ensure deadlines are met.
- Coordinate with other departments or external parties to arrange schedules.
- Serve as the main point of contact between the executives and other internal or external stakeholders.
- Manage incoming and outgoing communications, including phone calls, emails, and mail.
- Draft and prepare correspondence, reports, presentations, and documents.
- Plan and organize domestic and international travel, including flight bookings, accommodation, and itineraries.
- Ensure travel arrangements are cost-effective and well-organized.
- Prepare travel documents and assist with visa applications, if necessary.
- Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
- Arrange for meeting venues, audio-visual equipment, and refreshments as required.
- Ensure all meetings are well-organized and ensure executives are well-prepared.
- Maintain and organize important documents, contracts, and files in an efficient manner.
- Assist with document preparation and presentations.
- Ensure confidentiality and security of sensitive information.
- Assist with managing ongoing projects by tracking deadlines and deliverables.
- Provide research, analysis, and reporting support on specific initiatives.
- Handle a variety of administrative tasks to support executives in meeting their objectives.
- Build and maintain positive relationships with internal and external stakeholders.
- Serve as a liaison for executives in managing relationships with key clients, business partners, and vendors.
Requirements:
- Bachelor's degree or equivalent
- Proven experience as an executive assistant or in a similar role.
- Excellent organizational, communication, and time management skills.
- Ability to manage multiple tasks, prioritize effectively, and work independently.
- Discretion and confidentiality are a must.
- Strong attention to detail and problem-solving abilities.
- A proactive and flexible approach to tasks.
Additional Skills:
- Experience with project management software
- Knowledge of basic financial and accounting principles.
- Ability to work under pressure and meet tight deadlines.
Working Conditions:
- Full-time position (Hybrid).
- This role is often fast-paced and requires flexibility.
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