Executive Assistant

Key Responsibilities

* Calendar and Schedule Management:

* Manage and coordinate the executive's demanding schedule, appointments, and meetings.

* Strategically prioritize meetings, handle conflicts, and ensure efficient time management.

* Act as a gatekeeper, screening and directing meeting requests to make the most of the executive's time.

* Communication and Correspondence:

* Manage all forms of communication, including emails, phone calls, and official correspondence.

* Draft, review, and edit reports, letters, presentations, and other documents on behalf of the executive.

* Serve as the primary liaison between the executive's office and employees, clients, and external partners.

* Prepare and maintain Minutes of Meetings (MoM) and follow up on action items.

* Travel and Logistics Coordination:

* Arrange and coordinate all domestic and international travel, including flights, accommodation, and ground transportation.

* Create detailed travel itineraries and manage all logistics to ensure a seamless travel experience.

* Prepare and process expense reports and travel claims in a timely manner.

* Administrative and Office Support:

* Maintain and organize a systematic filing system for confidential documents, both physical and digital.

* Handle confidential and sensitive information with the utmost discretion and integrity.

* Prepare for internal and external meetings by gathering necessary documents and presentations.

* Assist with special projects, research, and ad-hoc tasks as required by the executive.

AI Proficiency and Skills

* AI-Powered Communication and Writing:

* Ability to utilize AI-driven tools (e.g., ChatGPT, Gemini, Grammarly) to draft, edit, and summarize emails and other correspondence.

* Proficiency in using AI to generate and refine professional documents and presentations.

* AI for Productivity and Automation:

* Experience with AI-powered calendar management tools (e.g., Reclaim.ai) to optimize schedules, block focus time, and resolve conflicts.

* Familiarity with AI assistants (e.g., Otter.ai) for transcribing meetings and creating searchable notes and summaries.

* Ability to use AI tools for administrative tasks, such as automating workflows and data entry.

* AI for Research and Data Analysis:

* Skill in using AI for conducting quick and effective research, spotting trends, and synthesizing information for reports.

* The ability to leverage AI to analyze data and provide actionable insights to the executive.

* Ethical Use and Data Security:

* Strong understanding of the ethical considerations and privacy implications of using AI tools.

* Commitment to maintaining data security and confidentiality while using AI platforms.

Qualifications and General Skills

* Education and Experience:

* A Bachelor's degree in any discipline is typically required.

* Additional certifications in office management or business administration are often preferred.

* Proven experience of 8-12 years as an Executive Assistant, Personal Assistant, or a similar administrative role.

* Technical Skills:

* Proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.

* Experience with a comprehensive office management system, such as office, is often an advantage.

* Strong typing skills and the ability to create professional presentations and documents.

* Personal and Soft Skills:

* Exceptional organizational, multitasking, and time management abilities.

* Excellent written and verbal communication skills in English is a must.

* A high level of professionalism, integrity, and discretion.

* Strong interpersonal skills with the ability to build and maintain relationships at all levels.

* Proactive, adaptable, and a natural problem-solver who can anticipate needs and handle challenges with composure.