Executive Assistant at LandMall Technologies

Job Summary

• We are looking for an administrative secretarial personel whowill manage schedules, meetings, documentation, correspondence,records, and stakeholder coordination with strict confidentiality and strong attention to detail.

Job Responsibilities

• Manage executive calendars, appointments, reminders, and priority scheduling across workstreams.
• Prepare, coordinate, and service meetings: agendas, invitations, minutes, action trackers, follow ups, and document packs.
• Handle correspondence and communication: emails, letters, memos, calls, and stakeholder responses in the executive’s voice.
• Draft, format, proofread, and file documents: reports, proposals, presentations, contracts, internal memos, and official letters.
• Maintain records and office systems: filing, document control, archiving, version tracking, and retrieval on demand.
• Provide secretarial support: typing, transcription, scanning, printing, binding, dispatch, and office documentation logistics.
• Manage visitors and front office flow: reception coordination, call screening, meeting room readiness, and hospitality arrangements.
• Track tasks and execution: follow up on internal teams, ensure deadlines are met, and escalate risks early.
• Maintain confidentiality and handle sensitive information, executive decisions, and stakeholder issues with discretion.

Requirements and Qualifications

• Degree or diploma in business administration, secretarial studies, communications, or related field, or equivalent experience.
• 3 to 5years experience as an executive assistant, personal assistant, secretary, or administrative officer supporting senior leadership.
• Strong writing and document formatting skills for professional communication and official records.
• Proficiency with Microsoft Office or Google Workspace: Word, Excel, PowerPoint, email, calendars, and document sharing.
• Familiarity with office systems: filing, document control, meeting minutes, and basic project tracking.Ability to handle multiple priorities, tight deadlines, and changing schedules with calm professionalism.

Core Skills:

• Executive-level organisation, time management, and prioritisation.
• Excellent business communication, email etiquette, and stakeholder management.Strong documentation skills: minutes writing, report formatting, and record keeping.
• High discretion, confidentiality, and professional judgement.
• Attention to detail, follow-through, and proactive problem-solving.
• Coordination skills across teams, vendors, and external partners.
• Tech confidence with productivity tools, scheduling systems, and digital filing.
• Fluent in written & verbal English. Note: Must live within the Island.