Executive Assistant

Full Job Description

Due to continued success and growth, our client is seeking a dedicated, dynamic and highly motivated EA to provide on-site support initially for 6 months with the possibility of extension. The ideal candidate will be driven, highly detail-orientated, and possess exceptional stakeholder management skills. This role requires a combination of administrative, organisational and interpersonal skills to ensure the efficient operation of the executive’s office and the smooth execution of daily tasks.

With a focus on fun and creativity they have made a mark in their industry and strive to make the best products on offer. Joining this company means becoming part of a team that has reached over 1 billion global customers.

Responsibilities:

Calendar and Communication Management

• Proactively manage executive calendars with meticulous attention to detail, ensuring all appointments, meetings, and deadlines are organised effectively
• Coordinate complex schedules and prioritise appointments, demonstrating a keen understanding of the executive's priorities
• Act as the gatekeeper for communications, handling emails, phone calls, and correspondence with professionalism and efficiency
• Draft and edit correspondence on behalf of the executive, maintaining a high level of accuracy and attention to detail
• Provide comprehensive administrative support, including drafting documents, preparing presentations, and managing expense reports
• Maintain impeccably organised files and records, ensuring easy access to critical information when needed

Stakeholder Management

• Build and nurture strong relationships with internal and external stakeholders, representing the executive's interests with confidence and professionalism
• Serve as a trusted point of contact for stakeholders, resolving inquiries and issues with a sense of urgency and dedication

Travel Arrangements

• Take ownership of travel arrangements, managing all logistics for business trips with efficiency and precision
• Anticipate the executive's needs and preferences when planning travel itineraries, ensuring a seamless experience

Meeting Coordination

• Coordinate and prepare materials for meetings, demonstrating a proactive approach to anticipating needs and providing support
• Attend meetings as required, taking detailed minutes and following up on action items with tenacity and determination.

Confidentiality and Discretion

• Handle sensitive information and discussions with the utmost confidentiality and discretion, maintaining the highest ethical standards at all times
• Exercise sound judgement when dealing with confidential matters, demonstrating unwavering integrity and professionalism

Problem Solving

• Approach challenges with a solutions-oriented mindset, demonstrating resilience and resourcefulness in finding creative solutions
• Thrive in a dynamic environment, adapting quickly to changing priorities and demonstrating a relentless drive to achieve excellence in all endeavours

Strong Work Ethic / Productivity

• Demonstrate consistent dedication and commitment to tasks and projects
• Exhibit reliability and accountability in meeting deadlines and delivering high-quality work
• Show initiative in going above and beyond expectations to achieve goals
• Consistently produce high-quality work efficiently and effectively
• Demonstrate the ability to manage time and prioritise tasks to maximise output
• Implement strategies to streamline processes and optimise productivity

Self Initiative/Autonomy

• Take ownership of tasks and projects, demonstrating independence and self-motivation
• Show initiative in seeking out new responsibilities and opportunities for growth
• Able to work autonomously while still collaborating effectively with team members when necessary

Requirements

• Previous experience as an EA or similar, preferably in a fast-paced environment
• Exceptional organisational skills and strong attention to detail, with a track record of delivering high-quality work under pressure
• The ability to interact confidently with stakeholders at all levels
• Proficiency in Microsoft Office Suite and other relevant software applications
• Discretion and integrity when handling sensitive information, with a commitment to upholding the highest ethical standards
• A driven attitude, with a passion for exceeding expectations and driving success

INDL