Operations Executive Assistant

Job Description

Role Overview:

Were looking to hire an Executive Assistant to the Chairman. This key role involves comprehensive support to the Chairman and Operations Department, requiring robust communication, organization, and efficient management of senior executives daily tasks.

Responsibilities

Calendar Management and Scheduling:

• Efficiently manage the Chairmans calendar, coordinating appointments, meetings, and conference calls.
• Prioritize and optimize scheduling to maximize the Chairmans time.

Travel Coordination:

• Arrange complex travel logistics for the Chairman, including flights, accommodations, and ground transportation.
• Anticipate travel needs and handle adjustments promptly.

Document Preparation and Organization:

• Create, edit, and format documents, presentations, and reports for executive meetings.
• Maintain an organized digital and physical filing system.

Special Projects and Initiatives:

• Collaborate with C-level executives on strategic projects, conducting research, data analysis, and project coordination.
• Assist in preparing materials for board meetings and high-level presentations.

Confidentiality and Discretion:

• Handle sensitive information with utmost confidentiality.
• Exercise discretion when dealing with confidential documents and discussions.

• Professionalism: Represent the Chairman and the firm with the highest level of professionalism and integrity.
• Typing Speed: A minimum of 60 WPM is required for this role.
• Communication Skills: Excellent verbal and written communication skills in English (other languages are a plus).
• Software Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Attention to Detail: Meticulous in document preparation and data management.
• Adaptability: Comfortable in a fast-paced, ever-changing environment.
• Positive Attitude: Proactive, solution-oriented, and maintains a positive outlook.