Executive Assistant

Job Description

• Acting as the administrative point of contact between the executive and internal/external clients
• Handling executive’s requests & queries appropriately
• Maintain diary, arrange meetings/appointments and provide reminders
• Conserves executive’s time by reading and routing correspondence; drafting letters, documents; collecting information and initiating communication
• Undertaking the tasks or receiving calls and taking messages
• Prepares and produces reports, presentations and briefs
• Executes information by transcribing, formatting, inputting, editing, copying and transmitting data
• Secures information by completing database backups
• Provides historical reference by developing and utilizing filing & retrieval systems; recording meeting discussions
• Develops and carries out documentation
• Maintains internal and external customer confidence by protecting operations and keeping information confidential
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders and verifying receipt of supplies

• Excellent MS Office knowledge (Excel, PPT, Word)
• Knowledge of modern methods of office administration
• Knowledge of business correspondence formatting
• Knowledge of proper telephone etiquette
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Excellent verbal and written communications skills
• Discretion and confidentiality