Executive Office, Executive Assistant

• Coordinate meetings (internal/external) including scheduling setting agendas preparing materials and capturing meeting minutes.
  
• Assist with travel arrangements (transport meals accommodation) in coordination with Admin.
  
• Track and follow up on action items after meetings to ensure timely progress.
  
• Handle paperwork and digital records such as vendor onboarding supporting documents and subscription receipts.
  
• Assist in scheduling department check-ins and preparing weekly status updates.
  

• Create track and follow up on task tickets using internal task management tools.
  
• Compile updates prepare presentations and ensure project stakeholders are aligned.
  
• Support strategic initiatives across departments (e.g. CRM implementation training plans software comparisons).
  
• Support market research projects.
  
• Help ensure alignment between directors and departments by surfacing differing instructions and proposing solutions.
  
• Coordinate company events with Admin and Business team.
  

• Assist in converting manual workflows into digital processes ensuring genuine improvements are incorporated.
  
• Identify process bottlenecks and coordinate with stakeholders to implement more efficient solutions.
  
• Develop and maintain a centralized knowledge base (intranet) and FAQs to support business operations.
  
• Maintain a full-year calendar of internal events and strategic plans.
  
• Assist with ad-hoc projects and assignments to meet business needs.
  

• Research and assess software or AI-based solutions to improve organizational efficiency.
  
• Support departments in evaluating new tools benchmark best practices and implementing strategic improvements.
  
• Ensure business meetings events and presentations are conducted at high standards with continuous enhancements.
  

Requirements

• Bachelors degree in Business Administration Management or related field.
  
• At least 25 years of experience in executive support operations or project coordination roles.
  
• Experience working in a fast-paced multi-departmental organization is preferred.
  
• Strong organizational and multitasking skills with attention to detail.
  
• Excellent written and verbal communication skills.
  
• Proficiency in Microsoft Office (PowerPoint Excel Word) and project/task management tools.
  
• High level of discretion professionalism and reliability.
  
• Strong problem-solving mindset with the ability to suggest process improvements.
  
• Ability to coordinate with multiple stakeholders and manage competing deadlines.
  
• Proactive attitude with a strong sense of ownership and follow-through.
  
• Capable of preparing executive-level presentations and reports with minimal supervision. Willingness to learn and explore new trends and technology.
  
• A learning and improvement mindset.
  
• Tech-savvy with interest in digital tools and automation.
  
• Willingness to explore AI tools and optimize workflows.
  
• A team player who respects boundaries and operates with integrity.