Executive Assistant

at  Contec Global Group

• The Executive Assistant provides high-level administrative support to senior executives by managing schedules, handling correspondence, and performing a variety of tasks to ensure efficient day-to-day operations.
• This role requires exceptional organizational skills, discretion, and the ability to work in a fast-paced environment.

QUALIFICATIONS & REQUIREMENTS

• Bachelor’s Degree preferred or equivalent experience.
• Experience: 3 - 5+ years of experience supporting C-level executives or senior management.

Skills:

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Ability to multitask, prioritize, and handle pressure in a fast-paced environment.
• Strong attention to detail and problem-solving skills.
• Professional discretion and the ability to handle confidential information with integrity.

Key Attributes:

• Proactive, self-starter with a “can-do” attitude.
• Ability to anticipate needs and act without direct supervision.
• Strong interpersonal skills and the ability to build relationships.
• Flexible, adaptable, and resourceful.

Working Conditions:

• Office-based with occasional remote work flexibility.
• May require overtime or travel as needed.

Calendar & Schedule Management:

• Manage and coordinate the executive’s calendar, scheduling meetings, calls, and appointments.
• Prioritize and resolve scheduling conflicts proactively.

Communication:

• Act as a point of contact between executives and internal/external stakeholders.
• Handle emails, phone calls, and correspondence on behalf of the executive.
• Prepare and review communications such as reports, memos, and presentations.

Meeting Preparation:

• Organize and prepare for meetings, including gathering agendas, documents, and materials.
• Record minutes and follow up on action items.

Travel Coordination:

• Arrange complex travel plans, itineraries, and accommodations for domestic and international trips.

Project Support:

• Assist in project planning, execution, and monitoring as directed by the executive.
• Conduct research, compile data, and prepare reports.

Document Management:

• Organize and maintain files, records, and confidential documents.
• Handle expense reports, invoices, and administrative paperwork.

Event Coordination:

• Plan and coordinate company events, off-site meetings, and other executive activities.

Task Prioritization:

• Prioritize multiple tasks and assignments, ensuring timely completion and high-quality results.

Confidentiality:

• Maintain discretion and confidentiality in handling sensitive information.

Administrative Support:

• Provide general administrative support, including filing, copying, and office supply management.