Secretary / Executive Assistant

1. Administrative and Office Management

Calendar Management: Managing and optimising the executive's complex schedule, including scheduling meetings, appointments, and resolving conflicts.

Travel Arrangements: Coordinating all aspects of business travel, from booking flights and accommodations to creating detailed itineraries and managing last-minute changes.

Gatekeeping: Acting as the first point of contact for the executive, screening phone calls, emails, and visitors to protect their time and focus.

Communication: Managing the flow of information, drafting professional correspondence, and handling internal and external communications on behalf of the executive.

Document Preparation: Creating, editing, and formatting documents, reports, presentations, and memos.

Record Keeping: Organising and maintaining filing systems, both physical and digital, including confidential and sensitive information. 

2. Meeting and Event Coordination

Meeting Logistics: Arranging and coordinating meetings, which includes booking rooms, setting up technology, and distributing necessary materials.

Minutes and Documentation: Attending meetings to take detailed notes, transcribe minutes, and ensure that action items are documented and followed up on.

Event Planning: Planning and organizing company events, conferences, and off-site meetings.

3. Financial and Project Support

Expense Management: Tracking and processing the executive's expenses and preparing accurate expense reports.

Project Management: Assisting with ongoing projects, tracking progress, and following up with team members to ensure deadlines are met.

Research: Conducting research and compiling data to support the executive's decision-making and strategic initiatives.

4. Strategic and Proactive Support

Problem-Solving: Proactively identifying and solving administrative or logistical challenges to ensure smooth operations.

Acting as a Liaison: Serving as a point of contact between the executive and employees, clients, and other stakeholders.

Confidentiality: Handling all sensitive and confidential information with the utmost discretion and professionalism.

Anticipating Needs: Anticipating the executive's needs and acting without explicit direction to ensure they are prepared for all meetings and engagements.