Executive Assistant at HR-EX Consulting

Job Summary

• Our client is seeking a highly organised and proactive Executive Assistant to provide comprehensive executive and operational support to senior leadership across multiple companies.
• The role involves managing executive communications, calendars, meetings, workflows, documentation, and stakeholder coordination while ensuring leadership remains informed, organized, and focused on strategic priorities.

Key Responsibilities

• Manage multiple executive email accounts and calendars, ensuring timely responses, scheduling, and follow-ups.
• Prepare daily executive briefings covering key business updates
• Draft professional emails, messages, meeting summaries, reports, and stakeholder communications.
• Act as a key point of contact between executives, internal teams, clients, and external stakeholders.
• Manage high-volume calendars, schedule meetings, coordinate logistics, and resolve scheduling conflicts.
• Prepare meeting agendas, record minutes, track action items, and ensure timely follow-up on deliverables.
• Maintain executive visibility through accurate CRM updates, dashboards, reports, and documentation.
• Coordinate business operations activities, including onboarding, offboarding, permits, invoices, and document management.
• Support workflow improvement initiatives and ensure efficient administrative processes.
• Collaborate across communication platforms including Gmail, Slack, Microsoft Teams, and ClickUp Chat.
• Interface with AI-powered workflow tools and automation systems to improve operational efficiency.
• Maintain confidentiality of sensitive business information and executive communications.
• Proactively identify potential challenges, bottlenecks, and risks, escalating issues when necessary.

Key Requirements

• Bachelor’s degree in Business Administration, Management, Communications, or a related field is preferred.
• Minimum of 4-6 years’ experience as an Executive Assistant, Personal Assistant, Operations Coordinator, or similar role.
• Proven experience supporting senior executives or business leaders in a fast-paced environment.
• Experience managing multiple email accounts and Google Workspace/Outlook calendars.
• Strong executive-level communication skills with excellent written and verbal English proficiency.
• Experience preparing reports, executive summaries, meeting notes, and operational updates.
• Ability to manage competing priorities, meet deadlines, and work independently with minimal supervision.
• Experience using CRM systems, workflow management tools, and collaboration platforms.