Executive AssistantCeylanka Trading

CEYLANKA TRADING
 
Is currently looking for:
 
EXECUTIVE ASSISTANT
 
Job Summary:
 
The Executive Assistant serves as a critical point of contact for internal and external stakeholders, ensuring effective coordination and smooth workflow to maximize the executive's productivity.
 
Key Responsibilities:
 
Calendar and Schedule Management:
Manage executive's calendar, scheduling meetings, appointments, and travel arrangements.
Coordinate and prioritize meetings, ensuring all relevant materials are prepared in advance.
Monitor incoming communication and prioritize requests and tasks accordingly.
Administrative Support:
Prepare and edit correspondence, reports, presentations, and other documents.
Conduct research and compile data to support executive decision-making.
Handle incoming and outgoing mail, phone calls, and emails on behalf of the executive.
Maintain effective filing systems, both electronic and physical, ensuring easy retrieval of information.
Meeting Coordination and Documentation:
Arrange, prepare agendas, and document minutes for meetings, distributing timely to attendees.
Coordinate logistics for meetings, including venue booking, catering arrangements, and audiovisual setup.
Follow up on action items discussed during meetings and ensure timely completion.
Travel and Expense Management:
Make travel arrangements, including flights, accommodations, ground transportation, and visa applications.
Prepare detailed itineraries and expense reports, reconciling receipts and ensuring compliance with company policies.
Relationship Management:
Act as a liaison between the executive and internal/external stakeholders, maintaining professional relationships.
Manage and prioritize incoming communication, delegating or responding as appropriate.
Coordinate executive's participation in industry events, conferences, and speaking engagements.
Project Support:
Assist in project coordination, tracking deadlines, and ensuring timely completion of deliverables.
Collaborate with cross-functional teams, collecting and organizing project updates and reports.
Requirements:
Bachelor's degree in business administration or a related field (preferred).
Experience as an executive assistant or in a similar administrative role.
Excellent verbal and written communication skills.
Proficient in using office software (Microsoft Office Suite, Google Suite, etc.) and other relevant tools.
Strong organizational and multi-tasking abilities.
Ability to handle confidential information with discretion.
Exceptional attention to detail and problem-solving skills.
Flexibility to adapt to changing priorities and work well under pressure.