We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the CEO in managing daily operations, communication, scheduling, HR administration, and strategic coordination. The ideal candidate will excel in handling confidential information, managing complex schedules, supporting workforce and timesheet processes, and acting as a professional liaison between the CEO, internal teams, and onshore partners. This role requires exceptional communication skills, strong ownership, and the ability to anticipate needs in a fast-paced environment.
Key Responsibilities
1. Calendar & Scheduling Management
- Manage and maintain the CEO's calendar, including scheduling internal and external meetings.
- Coordinate appointments, travel plans, and time-blocking to optimize the CEO's productivity.
- Anticipate and adjust scheduling conflicts proactively.
2. Meeting Coordination
- Organize and prepare for meetings, including gathering documents, creating agendas, and ensuring all logistics are in place.
- Coordinate meetings with onshore teams, clients, and senior leadership.
- Take and distribute meeting minutes when required.
3. Email & Communication Management
- Organize, monitor, and prioritize the CEO's email inbox.
- Draft, review, and respond to emails on behalf of the CEO when requested.
- Maintain professional communication with internal and external stakeholders.
4. Administrative & Operational Support
- Handle documentation, reports, presentations, and confidential materials.
- Assist with project follow-ups, task tracking, and preparation of executive summaries.
- Serve as the point of contact for stakeholders to reach the CEO when appropriate.
5. HR Administration & Workforce Support (Added Section)
- Timesheet Tracking: Monitor timesheet submissions, follow up with employees, and ensure accuracy before approvals.
- Workforce Administration: Manage updates in workforce systems, including timesheets, attendance, and leave records.
- Leave Management: Track leave balances, process leave requests, and ensure proper documentation.
- Onboarding Assistance: Support new hire onboarding by coordinating documentation, training schedules, and system access.
- Employee Records Management: Maintain digital HR files, contract documents, and workforce-related logs.
- General HR Support: Assist with compliance tasks, benefits reminders, and HR-related communication across teams.
6. Relationship Management & Coordination
- Communicate effectively with onshore counterparts and global teams.
- Build strong professional relationships to ensure smooth coordination of CEO-related activities.
7. Confidential Executive Support
- Manage sensitive information with the highest level of discretion and professionalism.
- Support the CEO in strategic personal or professional tasks as required.
- Demonstrate strong foresight by anticipating needs, preparing proactively, and ensuring seamless coordination without requiring detailed direction.
Required Qualifications
- Bachelor's degree in Business Administration, Communications, or a related field.
- 36 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting senior leadership.
- Excellent verbal and written communication skills.
- Strong organizational, multitasking, and time-management abilities.
- Proficiency in MS Office (Outlook, Excel, PowerPoint), scheduling tools, and communication platforms.
- Ability to work with urgency, maintain confidentiality, and solve problems independently.
Preferred Qualifications
- Experience coordinating with onshore/US-based teams.
- Prior experience supporting C-suite executives.
- Strong analytical and documentation skills.
- Bachelor's or Master's in business administration, communications, psychology, or another relevant field.
