Executive Assistant

Work Mode: Onsite

Executive Support & Calendar Management

• Proactively manage and optimize the Senior Director calendar, including scheduling of internal and external meetings, board sessions, and travel itineraries across multiple time zones.
• Act as the primary point of contact between the executive office and internal/external stakeholders.
• Prepare, review, and coordinate executive briefings, reports, presentations, and correspondence.
• Draft, proofread, and distribute executive communications on behalf of senior leadership.

Administrative Operations

• Coordinate and manage end-to-end logistics for meetings, offsites, conferences, and corporate events.
• Handle complex domestic and international travel arrangements including flights, hotels, visas, and ground transportation.
• Process and reconcile executive expense reports in compliance with company policies.
• Maintain organized filing systems (digital and physical) ensuring confidential documents are handled appropriately.

Project & Cross-Functional Coordination

• Track and follow up on action items, decisions, and deliverables from executive meetings.
• Liaise with department heads and global teams to facilitate information flow and ensure timely execution of priorities.
• Support the coordination of strategic initiatives, business reviews, and cross-departmental projects.
• Prepare and distribute meeting materials, agendas, and minutes for leadership team meetings and board sessions.

Communication & Stakeholder Management

• Serve as a professional representative of the executive office in interactions with clients, partners, and internal teams.
• Manage and triage incoming communications, ensuring prompt and appropriate responses.
• Coordinate with global counterparts across the organization.

Compliance & Confidentiality

• Handle all sensitive and confidential information with the utmost discretion and professionalism.

Qualifications & Requirements

Education

• Bachelor's degree in Business Administration, Management, or a related field (required).
• Secretarial / Executive Administration certification is an advantage.

Experience

• Minimum 5 years of experience in an executive administrative role, preferably within a multinational corporate environment.
• Demonstrated experience supporting C-Suite or Senior Management level executives.
• Proven track record of managing complex calendars and high-volume communications.

Skills & Competencies

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent verbal and written communication skills.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• High emotional intelligence, tact, and professionalism in all stakeholder interactions.
• Strong analytical and problem-solving abilities; proactive and solution-oriented mindset.
• Ability to work independently, take initiative, and adapt to changing priorities in a dynamic environment.