Executive Assistant Full Time NEW

Key Responsibilities

Administrative Support:

• Manage and organize complex calendars, meetings, and appointments across multiple time zones.
  
  
  
• Handle travel arrangements, including flight bookings, accommodations, and itineraries.
• Prepare documents, reports, and presentations as needed.

Communication & Coordination:

• Serve as the primary point of contact for internal and external stakeholders on behalf of the leadership team.
• Handle correspondence, including emails, phone calls, and meeting follow-ups.
• Ensure seamless communication and coordination between different departments and external partners.

Task Management:

• Track and prioritize tasks, ensuring deadlines are met and deliverables are completed.
• Manage expenses, invoices, and reimbursements efficiently.

Event and Meeting Organization:

• Plan and coordinate internal and external events, including workshops, presentations, and social gatherings.
• Prepare agendas, take meeting minutes, and follow up on action items.

Office and Team Support:

• Maintain confidentiality and discretion with sensitive information.
• Ensure smooth day-to-day operations by liaising with team members and external suppliers.
• Support HR and administrative functions as needed (VISA, planning of interviews).

  The Requirements:
  

  Education:

  • Minimal Bachelor’s degree or equivalent in Business Administration, Communications, or a related field.

  Experience:

  • 5+ years of experience as a Personal Assistant, Executive Assistant, or in a similar role, preferably in a creative or international environment.
  • Experience in a design or architecture firm is an advantage.

  Skills:

  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and scheduling tools like Outlook Calendar.
  • Excellent written and verbal communication skills in English; additional languages are a plus.
  • Exceptional organizational and time-management skills.
  • Ability to multitask, prioritize, and adapt to changing demands.
  • Discretion and professionalism in handling confidential matters.

  Personal Attributes:

  • Proactive, detail-oriented, and resourceful.
  • Strong interpersonal skills and the ability to build positive relationships.
  • A team player with a “can-do” attitude.
  • Ability to remain focused under pressure and deliver results efficiently.