About the opportunity

Our client is looking for a skilled and experienced executive administrative assistant to provide efficient secretarial and administrative support in a well-organised and timely manner. This pivotal role involves offering comprehensive assistance to our executive team, addressing daily office requirements, and overseeing general administrative activities.

This position will collaborate closely with executives, and you will manage diverse tasks to enhance their workflow and communication processes. As the executive administrative assistant, you will provide personalised assistance, ensuring smooth operations and effective communication. Your responsibilities will range and not be limited from managing schedules and correspondence to organising meetings and maintaining confidentiality.

About You

Primary duties encompass arranging travel, coordinating meetings, crafting reports, and upholding orderly filing systems. The preferred candidate should possess exceptional verbal and written communication proficiencies and adeptly organise tasks with tools like MS Excel and standard office equipment. The administrative assistant role demands proactivity, meticulous attention to detail, and a grasp of remarkable organisational and communication skills.

Key Responsibilities

• Undertake the tasks of receiving calls, taking messages and routing correspondence.
• Organise and schedule appointments.
• Plan meetings, take detailed minutes, and accurately enter data.
• Write and distribute emails, correspondence memos, letters, and forms.
• Assist in the preparation of regularly scheduled reports.
• Maintain contact lists.
• Book travel arrangements
• Submit and reconcile expense reports.
• Provide general support to visitors.
• Act as the point of contact for internal and external stakeholders
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.
• Act as the point of contact between the executives and internal/external stakeholders
• Handle requests and queries appropriately.
• Maintained diary, arranged meetings and appointments, and provided reminders.
• Monitor office supplies and research advantageous deals or suppliers.
• Produce reports, presentations, and briefs.
• Develop and carry out an efficient documentation and filing system.

Experiences

• Proven experience as an administrative assistant, office admin assistant, virtual assistant, executive administrative assistant senior executive assistant in other secretarial positions.
• Knowledge of office management systems and procedures

• Working knowledge of office equipment, like printers, scanners and mobile phones
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritise work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills
• Strong organisational skills with the ability to multi-task
• A high degree, additional qualifications as an administrative assistant or Secretary will be a plus.
• Complete comprehension of office management systems and procedures
• Proficiency in English
• Exemplary planning and time management skills
• Up to date with advancements in office gadgets and applications
• Ability to multitask and prioritise daily workload.
• High-level verbal and written communications skills
• Discretion and confidentiality
• Flexibility to work after hours, over the weekend or early mornings (if required)

We provide an attractive salary package and prospects for advancing your career. If you excel in multitasking, handling diverse priorities, showcasing robust problem-solving abilities, and thriving in a rapid and ever-changing setting, this position is tailored for you.

If this position sounds like you, then apply now!

If this role appeals to you and you are looking for a position that is a great opportunity and it meets your skills, qualifications and experience, then please forward a cover letter together with an up-to-date resume to [email protected], using the subject line: Executive Administrative Assistant enquiry via EthicalJobs.

Only shortlisted candidates who meet our requirements will be contacted. So, watch your email.