Executive Assistant at Aldelia Limited

Job Description:

• We are seeking a highly organized and proactive Executive Assistant to support our Managing Director and senior management team.
• The ideal candidate will be capable of managing multiple tasks simultaneously, possess exceptional communication skills, and demonstrate the ability to maintain confidentiality and discretion at all times.
• The Executive Assistant will play a crucial role in facilitating efficient operations, communication, overseeing facility maintenance, travel management, and embodying proper working and personal etiquette within the organization.

Responsibilities:

• Provide comprehensive administrative support to the Managing Director and senior management team, including calendar management, travel arrangements, and meeting coordination.
• Act as a primary point of contact between the Managing Director and internal/external stakeholders, handling correspondence and inquiries with professionalism and discretion.
• Prepare and edit correspondence, communications, presentations, and other documents as required by the Managing Director and senior managers.
• Coordinate and organize meetings, conferences, and special events, ensuring all logistics are managed effectively and efficiently. Take minutes of meetings and distribute them to relevant stakeholders in a timely manner.
• Manage travel arrangements for the Managing Director and senior management team, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.
• Assist in the preparation of reports, presentations, and briefing materials for meetings, ensuring accuracy and timeliness.
• Manage and prioritize incoming requests and inquiries, delegating as appropriate and following up to ensure timely responses.
• Maintain an organized filing system, both electronic and physical, to ensure easy access to important documents and information.
• Conduct research and gather information as directed by the Managing Director and senior managers, compiling data into concise and actionable reports.
• Handle sensitive and confidential information with discretion, maintaining a high level of professionalism and integrity at all times.
• Anticipate the needs of the Managing Director and senior managers, proactively identifying opportunities to streamline processes and improve efficiency.
• Collaborate with other members of the administrative team to ensure seamless operations and support across the organization.
• Oversee facility maintenance, including coordinating repairs, maintenance schedules, and ensuring a safe and clean working environment for employees and visitors.

Qualifications:

• Bachelor's degree in Business Administration, Management, or related field preferred.
• Proven experience as an Executive Assistant or similar role, supporting C-suite executives or senior management.
• Exceptional organizational skills and attention to detail, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to interact professionally with individuals at all levels of the organization. Ability to take accurate minutes of meetings.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Discretion and confidentiality when handling sensitive information and confidential documents. Trustworthiness is paramount.
• Ability to work independently with minimal supervision, while also functioning effectively as part of a team.
• Flexibility and adaptability to changing priorities and demands.
• Strong problem-solving skills and the ability to think critically and strategically.
• Proper working and personal etiquette, including promptness, professionalism, and respect for colleagues and stakeholders.
• Demonstrated trustworthiness and reliability in handling confidential information and fulfilling responsibilities promptly and accurately.
• Previous experience in a corporate environment or executive support role is highly desirable.