Executive Assistant at Izy Group of Companies Limited

Job Summary:

Izy Group of Companies Limited is seeking a highly skilled and organized Executive Assistant to provide comprehensive administrative and secretarial support to our Group General Manager. The ideal candidate should possess excellent communication and interpersonal skills, strong attention to detail, and the ability to handle sensitive information with the utmost confidentiality. The Executive Assistant will play a critical role in managing the daily operations of the Group General Manager's office, coordinating meetings and travel arrangements and ensuring efficient communication within the organization.

Responsibilities:

• Serve as the primary point of contact for internal and external stakeholders, including the Group General Manager, executives, clients and partners.
• Manage and maintain the Group General Manager's schedule, including arranging appointments, meetings and conference calls.
• Coordinate travel arrangements for the Group General Manager, including flight bookings, hotel accommodations and transportation logistics.
• Prepare and distribute correspondence, memos, reports and presentations on behalf of the Group General Manager.
• Conduct research and gather information to support decision-making and prepare briefing materials for the Group General Manager.
• Assist in the preparation and coordination of board meetings, including compiling meeting agendas, distributing materials and taking minutes.
• Maintain an organized filing system for documents, records, and confidential information related to the Group General Manager, Izy Group of Companies and its subsidiaries.
• Screen and prioritize incoming phone calls, emails, and other forms of correspondence for the Group General Manager, responding or redirecting as appropriate.
• Manage and maintain expense reports, invoices, and reimbursements.
• Assist in the preparation and coordination of special events, such as conferences, seminars, and team-building activities.
• Act as a liaison between the Group General Manager and other departments, ensuring effective communication and collaboration.
• Liaise with other executives and Directors on behalf of the GGM.
• Research as required and give reports or presentations on findings.
• Rack daily expenses and prepare weekly, monthly or quarterly reports including statistical and expense reports.
• Maintain a clear understanding of the GGM’s short-term and long-term goals and promote them; including the research and booking of relevant conferences and courses to help.
• Provide information and strategic counsel to the GGM to help make major decisions.
• Represent the GGM in meetings when required.

Qualification and Skills

Required:

• Bachelor's degree in business administration, communication, or a related field (or equivalent work experience).
• 1 - 2 years experience as an Executive Assistant or in a similar role, preferably supporting senior-level executives.
• Excellent organizational and time management skills, with the ability to prioritize tasks and work under pressure.
• Strong written and verbal communication skills, with exceptional attention to detail and accuracy.
• Proficiency in using office productivity software, including word processing, spreadsheet and presentation applications.
• Discretion and ability to handle confidential information with professionalism and integrity.
• Ability to multitask and adapt to changing priorities in a fast-paced environment.
• Strong interpersonal skills and the ability to build relationships with individuals at all levels of the organization.
• A proactive approach to problem-solving and the ability to anticipate needs and take initiative.

Preferred

• Certification or additional training in executive assistance or office management.
• Familiarity with project management tools and collaboration platforms.
• Experience in coordinating international travel arrangements and working across different time zones.
• Knowledge of industry-specific terminology and practices relevant to the organization.