Executive Assistant at BridgeHedge Limited

Job Summary

• We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative and strategic support to the Executive Chairman of a Courier and Logistics Institute.
• The ideal candidate will be responsible for managing schedules, coordinating meetings, handling confidential information, preparing reports, and ensuring the smooth day-to-day operations of the executive office.

Key Responsibilities

• Manage the executive's calendar, appointments, meetings, and travel arrangements.
• Screen calls, emails, and correspondence, responding where appropriate.
• Prepare reports, presentations, meeting agendas, and minutes.
• Draft professional emails, letters, proposals, and other business documents.
• Conduct research and compile data for decision-making.
• Coordinate internal and external meetings, ensuring all logistics are in place.
• Track action items and follow up with departments to ensure timely completion.
• Maintain confidential files, records, and sensitive information with discretion.
• Organize company events, executive meetings, and business engagements.
• Liaise with clients, partners, vendors, and stakeholders on behalf of the executive.
• Support project coordination and monitor deadlines across multiple initiatives.
• Improve administrative processes and recommend productivity enhancements.
• Utilize AI tools such as ChatGPT and Claude AI for research, content drafting, summarization, documentation, brainstorming, and workflow optimization while maintaining accuracy and confidentiality.
• Perform other administrative and executive support duties as assigned.

Requirements

• Bachelor's Degree in Business Administration, Management, or a related field.
• 2–4 years of experience as an Executive Assistant, Personal Assistant, or Administrative Officer.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and multitasking abilities.
• High level of professionalism, integrity, and discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Experience using productivity and collaboration tools such as Zoom, Microsoft Teams, Slack, Trello, or Notion.
• Basic working knowledge of AI tools, particularly ChatGPT and Claude AI, with the ability to use them to improve productivity and administrative efficiency.
• Strong internet research and analytical skills.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.

Preferred Skills:

• Experience supporting C-level executives or senior management.
• Familiarity with project management and workflow tracking.
• Strong problem-solving and decision-making skills.
• Ability to anticipate executive needs and take initiative.
• Experience coordinating multiple projects simultaneously.

Key Competencies:

• Exceptional organizational skills
• Attention to detail
• Professional communication
• Confidentiality and integrity
• Critical thinking
• Adaptability
• Initiative and resourcefulness
• Time management
• Tech-savviness
• AI-assisted productivity.