Operations / Executive Assistant (OA/EA)

Job Brief:

The Operations Assistant / Executive Assistant (OA/EA) is a highly organized and proactive professional to help the team and the executive with administrative tasks on a daily basis. The OA/EA should be able to handle multitasking, possess strong communication skills and demonstrate a high level of discretion and confidentiality.

Ultimately, this role will involve working for both personal and business agendas for the executive and will provide operational support for his company(s).

Responsibilities will include:

Administrative and Operational Support:
-Manage calendars and schedules, including arranging meetings and appointments;
-Assist in the planning and execution of special projects and events;
-Conduct research and compile data as needed;
-Collaborate with other team members to ensure seamless operations.

Travel Coordination and Health Support:
-Plan and manage complex travel itineraries for personal and business trips, ensuring all arrangements align with preferences and schedules;
-Arrange flights, accommodations, transportation, and other travel logistics;
-Coordinate visa applications, travel insurance, and necessary documentation;
-Arrange medical appointments and manage healthcare-related scheduling;
-Coordinate wellness activities and maintain health-related records;
-Ensure access or sufficient supply to necessary medications and medical supplies during travel.

Communication and Liaison:
-Serve as the point of contact for internal and external stakeholders.
-Conducts a thorough review of incoming emails, summarizes their content, and leads the meeting while doing minutes of the meeting.

Task Management:
-Manage and execute assigned tasks in a timely and efficient manner;
-Ensure tasks are completed according to specified deadlines and quality standards;
-Coordinate with relevant stakeholders to gather necessary information and resources.
-Process Optimization:
-Evaluate existing processes related to assigned tasks and identify opportunities for improvement;
-Implement process improvements to enhance efficiency and effectiveness;
-Develop and maintain standardized procedures and guidelines for task management.

Requirements for the job:
-Proven experience as an Executive Assistant or similar administrative role;
-Excellent organizational and time-management skills;
-Proficiency in Office Suite Software for both Google and Microsoft (Word, Excel, PowerPoint) and travel management software;
-Strong verbal and written communication abilities;
-Observes high level of discretion and confidentiality;
-Ability to multitask and keen on details;
-Flexibility with shifting schedules based on the business needs.