Executive Assistant

Essential Duties and Responsibilities:

• Acting as the point of contact among executives, office team and other external partners
• Make travel and accommodation arrangements
• Submit monthly expense reports
• Carry out Executive Team’s personal requests: purchasing, event planning, gifting, appointments etc.
• Proactively manage complex and dynamic calendars, scheduling appointments, meetings, and conferences, considering time zones, priorities, and potential conflicts.
• Coordinate travel arrangements, including flights, accommodations, and transportation, ensuring efficient and seamless itineraries.
• Organize and maintain digital and physical files, ensuring documents are easily accessible and up-to-date.
• Compile and prepare materials for meetings, presentations, and reports, collaborating with various departments to gather necessary information.
• Coordinate and schedule meetings, including creating agendas, distributing materials, and recording minutes when required.
• Arrange conference rooms, technology, and refreshments as needed to facilitate efficient and productive meetings.
• Establish and maintain positive relationships with internal and external stakeholders, including clients, partners, and vendors.
• Liaise between the executive and various teams, ensuring clear and timely communication.
• Assist in the execution of special projects, research assignments, and initiatives, providing research, analysis, and administrative support as needed.
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Maintain a high level of confidentiality and integrity in all interactions and tasks.