Executive Administrative Assistant - Kairoi Development

Description

The Executive Assistant will provide high-level administrative support to executive management, ensuring efficient operations and effective communication. This position requires a highly organized, proactive, and detail-oriented individual with exceptional communication and interpersonal skills. The Executive Assistant will manage complex schedules, coordinate projects, and handle sensitive information with discretion, playing a crucial role in supporting the executive team and facilitating smooth workflow within the organization.

• Provide comprehensive administrative support to executive management, relieving them of administrative details and managing both personal and professional tasks.
• Coordinate workflow, prioritize tasks, and proactively follow up on delegated assignments to ensure timely completion.
• Exercise initiative to manage situations effectively in the manager's absence and maintain project schedules.
• Develop and maintain procedures manuals to ensure consistent performance of routine tasks.
• Compose, prepare, and review correspondence and reports for executive signature.
• Manage incoming mail, prioritize action items, and ensure timely responses to requests.
• Monitor and respond to emails as required, drafting or abstracting reports as needed.
• Serve as the primary point of contact for department heads, executives, investors, financiers, and owners, fostering positive communication and collaboration.
• Coordinate conference calls and meetings effectively.
• Collaborate with the Executive Assistant to the CEO to coordinate events, provide backup support, and ensure seamless coverage.
• Manage and maintain business and personal calendars, optimizing time efficiency for executive management.
• Schedule meetings, prepare agendas, and arrange necessary facilities.
• Handle all inquiries with professionalism and efficiency, arranging callbacks and providing necessary information.
• Screen visitors, manage interruptions, and ensure a professional and welcoming environment.
• Arrange travel for executive management and other designated personnel, including itineraries, trip files, and expense reports.
• Monitor travel arrangements and provide support in case of disruptions or changes.
• Maintain and improve data storage and retrieval systems.
• Manage administrative details for projects and seek opportunities to contribute to projects within areas of competence.
• Complete other assignments as directed by executive management.

• Bachelor's Degree preferred but not mandatory.
• 5 years of experience supporting "C"-level executives.
• Advanced proficiency in Microsoft Office Suite, Adobe products, and travel arrangement tools.
• Demonstrated skills, professionalism, and ability to maintain confidentiality at an advanced level.
• Excellent written and verbal communication skills.
• Must have a valid driver's license with no major infractions in the last 12 months.