Executive Assistant

Overall purpose of role

To provide administrative and organisational support to executives, managers, or teams. To manage schedules, acting as a trusted point of contact, ensuring seamless coordination, efficient task management, and a professional presence for their assigned individuals or teams

Key Accountabilities

• Management of executive, managers or team calendars and overseeing timely responses to meeting invitations and requests.
• Planning and arranging travel itineraries, including flights, accommodation and ground transportation, ensuring timely and efficient travel for the executive or team.
• Proactively anticipating the needs of the executive or team, prioritising tasks, and ensuring timely completion.
• Management of day-to-day administrative tasks, such as expenses, maintaining filing systems, and ordering office supplies, annual leave records management, distribution list management and organisation management tasks.

Stakeholder Management and Leadership

• Guide and persuade team members and communicate complex / sensitive information. Act as contact point for stakeholders outside of the immediate function, while building a network of contacts outside team and external to the organisation

Decision-making and Problem Solving

• Make evaluative judgements based on the analysis of factual information, paying attention to detail.
• Resolve problems by identifying and selecting solutions through the application of acquired technical experience and will be guided by precedents.

Person Specification

• Confidentiality and a professional demeanor

Essential Skills/Basic Qualifications:

• Exhibits strong organizational skills and attention to detail
• Excellent verbal and written communication skills
• Must have demonstrated ability to coordinate travel arrangements, maintain calendars/schedules, manage expenses and handle a high volume of inbound/outbound inquiries

Desirable skills/Preferred Qualifications:

• 3+ years of relevant experience supporting senior level personnel in a professional services environment.
• 3+ years with MS Outlook, Word, Excel and PowerPoint