Executive Assistant Full Time

About the Role

The Executive Assistant, reporting directly to the Office Manager, plays a pivotal role in ensuring the smooth and efficient operation of the office. This position is responsible for providing high-level administrative support, coordinating activities across multiple departments, and managing business performance reporting. The Executive Assistant will act as a key liaison, ensuring seamless communication, organization, and execution of tasks to support the division’s goals and leadership.

Responsibilities

• Prepare and maintain invoices, reports, memos, letters, expense statements, and other documents using word processing, spreadsheets, databases, or presentation software.
• Maintain an active and complex calendar of appointments, scheduling and organizing meetings, and adjusting appointments as necessary.
• Aid executive in preparing for meetings.
• Responding to emails and document requests on behalf of executives.
• Draft slides, meeting notes and documents for executives.
• Answer phone calls, direct calls to appropriate department/ employees, or take messages for the Head of Division.
• Assist with travel arrangements for the Head of Division, including developing complex and detailed travel plans, itineraries, and agendas, as well as compiling documents for travel-related meetings
• Assist with the planning and execution of events, workshops, and meetings for the division.
• Assist in managing relationships with key internal and external stakeholders, ensuring clear communication and timely responses.
• Demonstrate a high level of professionalism in all interactions and represent the division effectively at all levels.

Qualifications, Experience and Skills

• Bachelor’s degree
• Minimum 4 years of experience in a similar executive assistant or administrative support role, ideally within a large organization or division.
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills