Executive Assistant- A4

We are looking for a proactive, detail-oriented, and highly organized Executive Assistant to provide comprehensive administrative and operational support to senior leadership. The ideal candidate will demonstrate strong multitasking abilities, effective communication skills, and the ability to manage priorities in a fast-paced environment.

Executive & Administrative Support

• Manage executive calendars, scheduling meetings, appointments, and travel arrangements
• Handle mailbox management, correspondence, and follow-ups on behalf of leadership
• Maintain and update distribution lists and contact databases
• Prepare agendas, presentations, reports, and meeting materials

Meeting & Communication Management

• Coordinate internal and external meetings
• Capture and circulate Minutes of Meeting (MOMs) with clear action items
• Provide transcription and documentation support

Operational & Business Support

• Support business operations, reporting, and coordination across teams
• Prepare dashboards, MIS reports, and presentations using Excel and PowerPoint
• Assist with ad-hoc reporting and business analysis

Stakeholder Management

• Collaborate with internal teams (HR, IT, Finance, Operations) and external stakeholders
• Build strong working relationships to ensure smooth communication and execution

Documentation & Coordination

• Maintain organized documentation and records (SharePoint or similar tools)
• Ensure data accuracy and version control
• Support project coordination and basic PMO activities

Event & Travel Management

• Coordinate events, leadership meetings, and team engagements
• Manage travel bookings, itineraries, and expense tracking

Additional Responsibilities

• Conduct business research and compile insights
• Support procurement and administrative processes
• Assist in handling confidential information with high discretion

Required Skills & Qualifications

• Proven experience as an Executive Assistant, PMO, or similar role
• Strong proficiency in MS Office (Excel, PowerPoint, Word)
• Working knowledge of SharePoint or document management systems
• Excellent communication, presentation, and interpersonal skills
• Strong organizational and time management abilities
• Ability to multitask and prioritize under tight deadlines

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Competencies

• High attention to detail and accuracy
• Strong analytical and problem-solving skills
• Ability to manage multiple stakeholders and conflicting priorities
• Emotional intelligence and professional maturity
• Proactive and self-driven approach

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Preferred Qualifications

• Exposure to PMO activities or project coordination
• Experience working in a global or cross-functional environment
• Project management certification (optional)