Executive assistant

The Executive Assistant serves as the right hand to our General Manager, providing high-level administrative, organizational, and strategic support. This role ensures the smooth running of daily operations, anticipates needs, and acts as a critical liaison between the Executive Office and internal/external stakeholders while upholding the highest standards of confidentiality and professionalism.

Key Responsibilities

Calendar & Inbox Management

• Plan and control the Director’s schedule and email inbox—coordinating meetings, appointments, travel, presentations, and all related logistics.
• Screen, prioritize, and route correspondence to optimize the General Manager’s time.

Liaison & Communication

• Serve as the primary interface between the Executive Office and all departments, the secretarial pool, and other division leaders.
• Facilitate the smooth flow of information and follow-ups across the organization.

Issue Resolution

• Handle inquiries and resolve problems within delegated authority, relieving routine burden from the Director.
• Anticipation & Oversight Proactively monitor organizational needs (incidents, questions, resource gaps) and act before issues escalate.
• Documentation & Confidential Filing Draft, edit, and format presentations, meeting minutes, and other documents; manage secure filing and archiving.
• Reception & Visitor Management Receive and attend to calls and visitors, ensuring a professional and hospitable experience.
• Event Planning Plan and execute internal/external events, from concept to follow-up (venues, vendors, budgets, logistics).
• Travel Coordination Book domestic/international travel for executives and employees via the corporate agency, balancing service quality, policy compliance, and cost control.
• Expense & Contract Administration Track budgets, reconcile expenses, follow up on invoices, manage vendor contracts, and circulate documents for signature.
• Reporting Compile regular status updates and ad-hoc reports on departmental KPIs, project milestones, and budget performance.
• Emergency Response Act decisively in emergencies, adhering to company prevention and response protocols.