Executive Assistant

Executive Assistant

Responsibilities

Administrative Support:

Provide high-level administrative support to reporting manager and other departments as needed.

Manage the calendar and schedule appointments, ensuring efficient time management and meeting coordination for the reporting manager.

Facilitate Seamless Communication:

Serve as the point of contact for internal and external communications, filtering phone calls, emails, and correspondence.

Draft, edit, and proofread emails, reports, and other documentation as required.

Prepare and Organize Documents and Presentations:

Maintain and organize filing systems, ensuring that documents are up-to-date and easily accessible.

Draft, proofread, and edit correspondence, reports, meeting agendas, and presentations with accuracy and attention to detail, ensuring clear and concise communication. Organize documents for future reference.

Manage Travel Arrangements and Logistics:

Organize travel itineraries, book flights and hotels, and handle visa applications (if applicable), ensuring smooth travel experiences for the reporting manager.

Maintain Organized Office Environment:

Oversee day-to-day office operations, including managing supplies, equipment, and facilities. Handle incoming and outgoing mail and packages.

Coordinate Meetings and Events:

Schedule meeting rooms, prepare meeting materials, and handle logistics for internal and external meetings or events for the Non-Aero team.

Prepare agendas, take minutes, and follow up on action items from meetings.

Maintain Confidentiality and Data Security:

Handle confidential information with discretion and adhere to all data security protocols to protect sensitive information within the Non-Aero business unit.

Key Stakeholders - Internal:

Head - Non Aero (Large/Regional)

Internal Teams (as required)

Key Stakeholders - External:

Clients/Customers

Vendors/Suppliers

Regulatory and Government Agencies

Qualifications

Education Qualification:

Bachelor's degree in Business Administration, Management, Office Management, Communication, or a related field is preferred.

Work Experience:

Minimum 3 years supporting executives with administrative tasks and managing communications.

Strong background in compliance, confidential file management, and report preparation.

Proficiency in Microsoft Office Suite and soft skills is preferred.