Executive Assistant at ECLAT HR Consulting

Report To: Managing Director

Responsibilities

Administrative Support: 

• Manage the MD’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Coordinate and prioritise the MD’s daily activities and tasks to ensure efficient time management. 
• Anticipate the executive\'s needs and proactively address issues before they arise.

Meeting Coordination:

•  Organise and coordinate internal and external meetings, including preparing agendas, taking minutes, and following up on action items.
• Assist in the preparation of materials for board meetings, executive team meetings, and other key events.
•  Ensure meeting logistics are handled seamlessly, including venue arrangements, catering, and technical support.

Communication Management:

• Serve as the primary point of contact between the MD and internal/external stakeholders.
• Screen and prioritise incoming communications, including emails, phone calls, and messages.
• Draft and proofread correspondence and reports on behalf of the MD.

Project Management:

• Undertake special projects and initiatives as assigned by the MD, ensuring timely and successful completion.
• Conduct research and gather information to support decision-making and strategic planning.
• Coordinate cross-functional teams and manage project timelines to ensure alignment with organisational goals.

Travel Coordination:

• Arrange and manage complex travel itineraries, including flights, accommodations, transportation, and travel documentation.
• Ensure travel plans align with the MD’s schedule and preferences.
•  Prepare travel expense reports and ensure timely reimbursement.

Confidentiality and Discretion:

• Handle sensitive and confidential information with the utmost discretion.
•  Maintain a high level of professionalism and confidentiality in all interactions.
•  Ensure compliance with company policies and procedures regarding data protection and confidentiality.

Requirement

• Bachelor’s degree in Business Administration, Secretarial Studies, or related field.
• 2-3 years of experience supporting C-level executives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital collaboration tools.
• Ability to handle confidential information with discretion and professionalism.

Required Competencies:

• Ensure the MD’s calendar is accurately managed, with no more than 5% of scheduling conflicts or last-minute changes.
• Ensure all meetings are organized and coordinated with 100% of agendas and materials prepared at least 48 hours in advance.
• Respond to or delegate 95% of incoming communications (emails, calls, messages) within 24 hours.
• Successfully complete 90% of special projects assigned by the MD within the agreed deadlines.
• Ensure 100% of travel arrangements are completed without error and align with the MD’s preferences.
• Ensure zero breaches of confidentiality and maintain full compliance with company policies.
• Identify and address potential issues proactively, with at least 80% resolved before they reach the MD.