EA To Director

Job Description

Job Overview: The Executive Assistant (EA) will provide comprehensive administrative and operational support to the Director, ensuring efficient time management, effective communication, and seamless execution of key initiatives. The EA will act as a strategic partner to the Director, managing tasks with a high level of professionalism, discretion, and attention to detail. Key Roles & Responsibilities: Financial Analysis and Reporting: Gather, analyze, and interpret financial data to assist the Director in strategic planning and decision-making. Prepare detailed financial reports, budgets, forecasts, and variance analysis for the Directors review. Track key financial metrics and trends, presenting insights and recommendations. Support the Director with financial models, cost-benefit analyses, and performance evaluations. Ensure financial data accuracy and integrity across reports. Communication Management: Act as the primary point of contact between the Director and internal/external stakeholders. Screen, prioritize, and respond to emails, phone calls, and other correspondence on behalf of the Director. Draft and edit emails, reports, presentations, and other documents. Expense Management: Track, manage, and categorize all personal and professional expenses for the CEO. Prepare and reconcile expense reports on a weekly/monthly basis for submission and approval. Ensure timely payment of bills, invoices, and other financial obligations for both personal and business purposes. Maintain detailed records of expenses, receipts, and financial documents in an organized manner. Monitor budgets, flag discrepancies, and provide updates to the CEO. Liaise with accounting and finance teams to ensure accuracy in reporting and compliance with company policies. Travel Management: Plan and organize travel itineraries, bookings and schedules of official trips. Track travel-related expenses, ensuring accurate and timely reporting. Prepare cost estimates for trips and optimize expenses where possible. Meeting Coordination: Coordinate and schedule meetings with vendors, investors, and key stakeholders as per the Director's priorities. Prepare and share meeting agendas and relevant documents in advance to ensure focused and productive discussions. Accurately record Minutes of Meeting (MoM) for vendor or investor meetings, ensuring all key points, decisions, action items, owners, and deadlines documented. Proactively follow up on assigned action items to ensure timely completion and provide regular status updates to the Director. Maintain a systematic and easily accessible record of all MoMs and associated documents for future reference. Summarize critical insights, opportunities, or challenges from meetings to support the Director in strategic decision-making. Social Media Management: Manage and monitor the Director's professional and personal social media accounts (LinkedIn, Twitter, Instagram, etc.) to ensure a consistent and professional online presence. Create, curate, and schedule posts, ensuring alignment with the Directors personal brand, company vision,and key messages. Draft engaging content for announcements, industry insights, and thought leadership pieces under the Director's direction. Email Management: Manage and monitor the Directors inbox to ensure timely responses and organized communication. Prioritize, filter, and categorize incoming emails to highlight critical matters requiring the Directors immediate attention. Draft, proofread, and send professional and well-articulated emails on behalf of the Director. Respond to routine inquiries, delegate tasks to appropriate team members, and follow up on pending communications. Maintain confidentiality and professionalism when handling sensitive information. Regularly organize and archive emails to ensure a clean and efficient email system. Track and escalate important follow-ups, deadlines, and action items from email correspondence to ensure nothing is overlooked. Qualifications and Requirements: Education: Bachelors degree in Business Administration, Management, or a related field preferred. Experience: 0-4 years of experience in a similar role supporting senior executives or directors. Exceptional organizational and time-management abilities. Strong written and verbal communication skills. Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools. Ability to work independently, take initiative, and prioritize tasks. High level of professionalism, discretion, and interpersonal skills. Flexibility to adapt to changing priorities and deadlines. Key Performance Indicators (KPIs): Calendar and Scheduling Efficiency: 100% of the Director's calendar is up-to-date and conflicts are proactively resolved. Reduction of scheduling errors and missed appointments to 0%. Communication Effectiveness: 95% of emails, calls, and correspondence are responded to or delegated within 24 hours. Timely drafting and delivery of high-quality documents and reports. Meeting Coordination: Meetings are organized seamlessly with 100% of agendas and supporting materials prepared in advance. Action items from meetings are tracked and reported, with at least 90% completion within deadlines. Project Delivery and Task Management: On-time completion of projects or tasks assigned by the Director with a 95% accuracy rate. Effective tracking of project milestones, ensuring 90% adherence to deadlines. Operational Efficiency: Expense reports and documentation are submitted accurately and on time with a 100% compliance rate. Stakeholder Management: Positive feedback from internal and external stakeholders regarding timely communication and follow-ups. Strong relationship-building demonstrated through successful collaboration across teams. Travel: Occasional travel to construction sites and other company facilities as required. Working Hours: Full-time position with flexible working hours, depending on project needs