Job Description

About the Role: We are looking for a highly organized and proactive Executive Assistant to support our leadership team. This role requires exceptional multitasking skills, attention to detail, and the ability to handle high-level administrative, operational, and communication tasks efficiently. Key Responsibilities: 1. Manage professional and personal scheduling for senior executive, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics 2. Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives 3. Manage, coordinate, and arrange senior executives travel and travel-related activities, including hotel booking, transportation, and meal coordination 4. Perform administrative and office support, such as , faxing, and maintenance of filing system and contact database 5. Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business 6. Organize team communications and plan events, both internally and offsite 7. Provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently 8. Maintain and refine internal processes that support to the highest ranking executives company-wide, coordinating internal and external resources to expedite workflow 9. Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks 10.Plan and orchestrate work to ensure the senior executives priorities are met, organizational goals are achieved, and best practices are upheld 11.Act as an office manager by keeping up with office supply inventory 12.Take minutes during meetings 13.Organize and maintain the office filing system Executive Support Coordination: 1. Manage and coordinate executive schedules, meetings, and appointments 2. Draft and handle official correspondences on behalf of leadership 3. Oversee travel arrangements, itinerary planning, visa processing, and accommodation bookings 4. Handle expense reporting and budget tracking for executives 5. Drafting Agenda and Meeting Notes (MOM) Finance Compliance Support: 1. Execute compliance tasks and document procedures to support the Finance team 2. Assist in financial reporting and ensure compliance with tax regulations 3. Coordinate with vendors for invoicing, payments, and financial documentation 4. Identify and implement process improvements to streamline financial operations Administrative Office Management: 1. Maintain office records, reports, and documentation 2. Coordinate with vendors for office operations, supplies, and compliance-related tasks 3. Assist in banking activities, including international and domestic transactions Client Stakeholder Management: 1. Handle international and domestic client communication via email and phone 2. Coordinate with internal and external stakeholders for seamless business operations 3. Assist in managing contracts, procurement, and vendor relationships Operations Support: 1. Assist in document preparation, presentation drafting, and reporting 2. Support internal communications and inter-departmental coordination 3. Preparing Purchase Orders 4. Coordinating with Suppliers to ensure timely delivery of raw materials thru phone and email 5. Ensuring timely delivery of Imports 6. Managed Client Communication Desired skills: 1. Strong organizational skills and attention to detail 2. Excellent problem-solving abilities 3. Exceptional written and verbal communication skills 4. Adaptable to changing business needs and a proactive mindset