Executive Assistant

Responsibilities and Duties:

1. Executive Support

Manage and optimize the GMs calendar including scheduling meetings, anticipating conflicts, and ensuring time is prioritized according to business needs.

Prepare high-quality reports, presentations, and briefing materials for internal and external meetings.

Draft, review, and manage executive-level correspondence, ensuring clarity, professionalism, and confidentiality.

2. Meeting & Event Coordination

Organize and facilitate executive meetings, including agenda preparation, minute-taking, action item tracking, and follow-ups.

Coordinate logistics for offsite meetings, board sessions, and leadership workshops.

Manage travel plans, accommodations, and itineraries in line with the GMs priorities and budget.

3. Stakeholder Communication & Liaison

Act as the primary point of contact between the GM and internal/external stakeholders.

Facilitate smooth communication flow across departments, resolving issues and relaying messages promptly.

Represent the GM in interactions when delegated, ensuring professionalism and alignment with organizational values.

4. Information & Document Management

Develop and maintain a secure and efficient filing system (physical and digital) for contracts, reports, and sensitive documents.

Ensure accurate documentation of decisions, policies, and procedures related to the GM's office.

Track and manage confidential information with the highest level of discretion.

5. Project & Initiative Support

Support strategic projects and initiatives by tracking progress, coordinating inputs, and ensuring timely follow-up.

Conduct research, compile data, and prepare executive summaries and dashboards as requested.

Assist in budget tracking, procurement requests, and administrative reporting such as Facility management & tracking report.6. Operational Efficiency & Process Improvement

6. Operational Efficiency & Process Improvement

Identify opportunities to improve workflows and reduce administrative burden on the GM.

Implement and maintain executive support tools and platforms (e.g., task managers, calendars, dashboards).

Coordinate with IT, HR, and Finance departments to ensure the GMs office operates smoothly.