Executive Admin Assistant

Roles and responsibilities

• Compile and analyze data to create reports for internal and external stakeholders; develop or update reports as needed.
• Verify data accuracy, including matching supplier invoices, and distribute reports as instructed.
• Draft correspondence and routine reports independently.
• Manage phone communications, relay messages, and handle incoming mail.
• Maintain equipment service records and initiate service requests.
• Assist in preparing the unit’s overhead budget and related reports, including preliminary reconciliations.
• Coordinate physical space requirements and request IT resources, updating the Corporate Directory as necessary.
• Generate occupancy and staffing reports as directed.
• Perform additional duties as assigned.
  
  

What Required Skills You'll Bring

• Bachelor's degree or diploma in any major from a recognized university
• Minimum 5 years experience in Office Administration and business support, ideally with some supervisory experience.
• Excellent written and verbal communication, organizational, and interpersonal skills.
• Strong command of business English and general office practices.
• Proficient in keyboarding and skilled in MS Windows, word processing, spreadsheet, and database software.
• Proactive, detail-oriented, and adaptable, with a friendly demeanor that fosters effective communication and collaboration.

• Adaptability: Flexibility to adjust to changing priorities and demands in a dynamic work environment.

• Interpersonal Skills: Strong people skills to build relationships with colleagues, clients, and stakeholders.

• Project Management Skills: Basic project management abilities to assist in organizing and tracking projects as needed.

Desired candidate profile

• Organizational Skills: Ability to manage schedules, prioritize tasks, and keep track of multiple projects and deadlines.

• Communication Skills: Strong verbal and written communication skills for interacting with executives, clients, and team members.

• Time Management: Proficiency in prioritizing tasks and managing time effectively to ensure that executive needs are met promptly.

• Attention to Detail: Precision in handling documents, scheduling, and correspondence to avoid errors and miscommunication.

• Problem-Solving Skills: Ability to anticipate needs and resolve issues proactively, ensuring smooth operations.

• Technical Proficiency: Familiarity with office software (like Microsoft Office, Google Workspace) and tools for scheduling, project management, and communication.

• Discretion and Confidentiality: Understanding the importance of handling sensitive information with care and maintaining confidentiality.

• Adaptability: Flexibility to adjust to changing priorities and demands in a dynamic work environment.

• Interpersonal Skills: Strong people skills to build relationships with colleagues, clients, and stakeholders.

• Project Management Skills: Basic project management abilities to assist in organizing and tracking projects as needed.