Job Summary
The Executive Assistant to the Director will provide high-level administrative, organizational, and coordination support to ensure the smooth and efficient functioning of the Director’s office. The role requires excellent communication, time management, confidentiality, and multitasking skills.
Key Responsibilities
1. Executive & Administrative Support
- Manage the Director’s daily schedule, calendar, appointments, and meetings.
- Organize and prioritize the Director’s tasks and follow-ups.
- Screen and manage phone calls, emails, and other communications.
- Prepare meeting agendas, presentations, reports, and other required documents.
- Draft professional emails, letters, and official correspondence.
2. Meeting & Coordination Management
- Schedule internal and external meetings.
- Coordinate with department heads, employees, clients, vendors, and other stakeholders.
- Prepare meeting minutes and ensure timely follow-up on action points.
- Track pending tasks and provide regular updates to the Director.
3. Travel & Event Arrangements
- Arrange travel bookings, accommodation, transportation, and itineraries for the Director.
- Coordinate business visits, conferences, and official events.
- Ensure all necessary documents and arrangements are completed in advance.
4. Communication & Relationship Management
- Act as a key point of contact between the Director and internal/external stakeholders.
- Maintain professional and effective communication on behalf of the Director.
- Handle confidential and sensitive information with complete discretion.
5. Documentation & Reporting
- Maintain confidential files, records, and important documents.
- Prepare MIS reports, presentations, and summaries as required.
- Organize and maintain both physical and digital records.
- Ensure timely submission of reports and other important documents.
6. Follow-up & Task Management
- Monitor and follow up on key assignments and commitments.
- Coordinate with concerned departments to ensure deadlines are met.
- Maintain a tracker of important tasks, projects, and pending matters.
Required Skills
- Excellent written and verbal communication skills.
- Strong organizational and time-management abilities.
- Proficiency in MS Office, especially Word, Excel, PowerPoint, and Outlook.
- Ability to prepare professional presentations and reports.
- Strong follow-up and coordination skills.
- Ability to multitask and work under pressure.
- High level of professionalism, discretion, and confidentiality.
- Strong interpersonal and problem-solving skills.
Experience
Preferred: More than 4 years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior management.
Work Location: In person
