Executive Assistant at Olman Business Solutions (OBS) Limited

Job Brief

• The Executive Assistant manages a variety of duties while serving as the point of contact between executives and employee, provide support to the executive team as directed to ensure that company goals and objectives are accomplished, and operations run efficiently.

Responsibilities

• Maintain and refine internal processes that support to the highest-ranking Executives company-wide, coordinating internal and external resources to expedite workflow
• Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks
• Plan and orchestrate work to ensure the senior executivesТ priorities are met, organizational goals are achieved, and best practices are upheld
• Manage professional and personal scheduling for Directors, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics
• Managing diaries and organising meetings and appointments, often controlling access to the Directors/Executives
• Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives
• Manage, coordinate, and arrange senior executivesТ travel and travel-related activities, including hotel booking, transportation, and meal coordination.
• Reminding the Manager/Executive of important tasks and deadlines
• Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Organize team communications and plan events, both internally and offsite

Health & Safety Responsibilities:

• Take reasonable care of your own health and safety, and that of others affected by what you do
• Cooperate on all issues involving health and safety especially at the workplace
• Use work items provided for you correctly, in accordance with training and instructions
• Do not interfere with or misuse anything provided for your health, safety or personal welfare
• Report any health and safety concerns to your line manager as soon as practicable

Qualifications

• BSc / HND in Business Management, Administration or related field.
• 4 years' experience in administrative role reporting directly to upper management
• Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems

Skills/Requirements:

• Ability to keep company confidences
• Ability to travel when necessary
• Excellent written and verbal communication skills
• Strong time-management skills
• Ability to organize and coordinate multiple projects at once
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
• Experience overseeing budgets and expenses
• Experience developing internal processes and filing systems