Executive Assistant at Contec Global Infotech Limited

Job Description

• The Executive Assistant provides high-level administrative support to senior executives, ensuring the smooth functioning of their day-to-day activities.
• This role involves managing schedules, coordinating meetings, handling confidential information, and acting as a liaison between the executive and internal or external stakeholders.

Key Responsibilities
Administrative Support:

• Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Organize and maintain files, records, and databases, ensuring all information is accurate and up-to-date.

Meeting Coordination:

• Arrange and coordinate meetings, conferences, and other events, including preparing agendas, taking minutes, and following up on action items.
• Ensure all logistical details are managed effectively, such as booking venues, arranging catering, and setting up audiovisual equipment.

Communication Management:

• Serve as the primary point of contact between the executive and internal or external stakeholders, managing all communications effectively.
• Screen and prioritize incoming emails, calls, and requests to ensure timely and appropriate responses.
• Draft, proofread, and distribute communications on behalf of the executive.

Travel and Expense Management:

• Plan and coordinate domestic and international travel arrangements, including flights, accommodations, and transportation.
• Prepare detailed travel itineraries and ensure all travel-related documents are in order.
• Manage expense reports, including collecting receipts, tracking expenses, and ensuring timely reimbursement.

Project and Task Management:

• Assist in planning, coordinating, and executing special projects or initiatives as directed by the executive.
• Track project timelines, deliverables, and budgets to ensure successful completion.

Confidentiality and Discretion:

• Handle sensitive information with the utmost confidentiality and professionalism.
• Ensure all communications and documents are managed in a secure and compliant manner.

Office Management:

• Oversee the day-to-day operations of the executive office, including managing supplies, equipment, and vendor relationships.
• Support other administrative staff as needed and help maintain a positive office environment.

Requirements
Skills:

• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Strong problem-solving skills and attention to detail.

Personal Attributes:

• Discreet, trustworthy, and able to handle confidential information with integrity.
• Proactive and self-motivated with a strong sense of initiative.
• Adaptable and able to handle changing priorities and tight deadlines.
• Professional demeanor and positive attitude.