Executive Assistant

Executive Coordination

• Manage and monitor emails, WhatsApp communications, and other correspondence on behalf of senior management.
• Schedule, organize, and coordinate meetings, appointments, and calendar activities.
• Send meeting invitations, reminders, and follow-up communications.
• Maintain daily schedules and ensure effective time management for executives.

Task Management & Follow-ups

• Track ongoing tasks, projects, and assignments across departments.
• Follow up with team members regarding deadlines, deliverables, and pending actions.
• Ensure timely completion of assigned tasks through regular monitoring and coordination.
• Escalate delays or concerns to management when necessary.

Communication Management

• Act as a liaison between senior management and internal teams.
• Facilitate clear and effective communication across departments.
• Draft, review, and circulate internal communications, reports, and updates.
• Coordinate information flow between stakeholders and management.

Documentation & Reporting

• Maintain accurate records of meetings, discussions, action items, and task updates.
• Prepare reports, presentations, meeting minutes, and status summaries.
• Organize and maintain digital files, documents, and correspondence.
• Develop and maintain trackers for tasks, projects, and follow-up activities.

Administrative Support

• Assist in day-to-day administrative and operational activities.
• Coordinate travel arrangements, meeting logistics, and event schedules if required.
• Support management in handling confidential information and documentation.
• Ensure smooth execution of administrative processes and office coordination.

Education

• Bachelor's Degree in Business Administration, Commerce, Management, or related field.
• Additional certification in Administration or Executive Assistance is an advantage.

Experience

• 2–5 years of experience as an Executive Assistant, Personal Assistant, Coordinator, or Administrative Executive.
• Experience supporting senior management or leadership teams preferred.

Technical Skills

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Experience using Google Workspace and digital collaboration tools.
• Calendar and meeting management.
• Documentation and report preparation.
• Task tracking and follow-up management.

Soft Skills

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• High attention to detail and accuracy.
• Problem-solving and decision-making skills.
• Ability to work under pressure and meet deadlines.
• Professionalism and confidentiality.

Preferred Candidate Attributes

• Strong and confident personality.
• Proactive and self-driven approach to work.
• Excellent follow-up and coordination capabilities.
• Assertive yet professional communication style.
• Ability to independently manage senior-level coordination.
• Disciplined, dependable, and highly accountable.

Key Competencies

• Executive Support
• Calendar Management
• Communication Coordination
• Task Tracking & Follow-up
• Documentation Management
• Stakeholder Coordination
• Time Management
• Administrative Excellence
• Problem Solving
• Organizational Skills

Key Performance Indicators (KPIs)

• Timely completion of assigned tasks and follow-ups.
• Meeting scheduling accuracy and effectiveness.
• Response time to communications and requests.
• Documentation accuracy and record maintenance.
• Executive satisfaction with support services.
• Coordination efficiency across departments.
• Adherence to deadlines and reporting timelines.