Executive Assistant at Flytime Promotions Ltd

The Role

• We are seeking an Executive Assistant to provide administrative and high-level strategic support to the COO. This role involves meticulous schedule management, effective communication coordination, and proactive administrative assistance. You will play a crucial role in facilitating seamless communication within the organization, managing confidential information, and supporting the COO in various projects and initiatives. executive scheduling + strategy

What You'll Be Doing

Schedule & Project Management

• Coordinate and manage the COO's calendar, ensuring efficient use of time
• Schedule appointments, meetings, and events, considering both internal and external commitments
• Collaborate with other departments to facilitate smooth communication and coordination (including adequate follow-up)
• Ensure project timelines are met and assist in tracking project milestones

Communication Coordination

• Act as a primary point of contact between the COO and internal/external stakeholders
• Handle incoming calls, emails, and messages on behalf of the COO, ensuring timely responses
• Prepare and edit correspondence, reports, and presentations for the COO
• Organize and maintain documents, files, and records related to the COO's activities

Task Prioritization

• Prioritize tasks and deadlines to support the COO in meeting business objectives
• Proactively identify areas for increased efficiency in daily operations

Public Speaking Opportunities

• Identify and vet speaking invitations
• Coordinate with event organizers; managing the schedule, travel, tech checks, call times
• Gather briefing documents (attendees, agenda, talking points, etc.)
• Ensures presentation decks and scripts are ready on time
• Work with Comms/PR, Content team to align messaging and post-amplification of message

Confidential Information Handling

• Manage confidential information with discretion and integrity
• Handle sensitive documents and communications securely and confidentially
• Any other duties as assigned

What You Bring to the Stage

• Bachelor’s degree in business administration or related field
• At least 3 years proven experience as an executive assistant or similar role
• Strong written and verbal communication skills
• Proficiency in MS Office suite, Google Suites and other relevant tools
• Flexibility to work evenings, weekends, or travel when needed
• Exceptional leadership and team management skills
• Exceptional organizational abilities including multitasking and time management
• Excellent interpersonal and communication skills for client-facing interactions
• Creative mindset with attention to detail