Executive Assistant at Manatal

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Full Time

Start Date

Immediate

Expiry Date

06 Apr, 26

Salary

0.0

Posted On

06 Jan, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Email Management, Meeting Coordination, Event Coordination, Travel Arrangements, Document Management, Project Support, Office Support, Organizational Skills, Communication Skills, Problem Solving, Adaptability, Technical Skills, Interpersonal Skills, Time Management, Proactive Mindset

Industry

Software Development

Description

Purpose of the Role The purpose of this role is to provide an executive level of support to the Director. Performs all secretarial and administrative support functions throughout the business enabling the director to focus on strategic priorities rather than day-today operational tasks. Main Tasks Calendar & Schedule Management – organising and maintaining the directors calendar. Scheduling and coordinating meetings, appointments and events. Resolving scheduling conflicts. Communication & Email Management– Acting as the first point of contact for calls, emails and correspondence. Screening and prioritising communication. Drafting, proof reading and sending emails on behalf of the director. Meeting & Event Coordination – Preparing agendas and meeting minutes (DFES). Coordinating logistics for internal and external events. Travel Arrangements Document & File Management – Creating, formatting and managing reports and documents. Organising and maintaining documents into filing systems (SharePoint). Ensuring records are accurate and up to date. Project Support – Assisting with planning and tracking of ongoing projects (Monday.com). Follow up on action items and deadlines. Admin & Office Support – Managing expenses (Hubdoc) Quotes and Invoicing (Xero) Core Accountability and Responsibilities Streamlining Executive Workload – An EA manages the directors schedule, correspondence, and commitments, ensuring time is used efficiently and priorities are met. Acting as a Gatekeeper – An EA filters communications, manage meeting requests, and handle enquires to protect the director's time and focus. Coordinating Operations – An EA ensures that meetings, travel, projects, and deadlines are organised and executed seamlessly. Often liaising between multiple internal terms and external stakeholders. Ensuring Accuracy & Professionalism – Prepare documents, reports and presentations to a high standard, maintaining confidentiality and professionalism in all matters. Supporting Strategic Goals – By managing the administrative side of operations, an EA frees up the directors to focus on leadership, decision-making and long-term planning. Experience & Skills Prior experience in an EA role or related field – more than 4 years at a senior level or high paced level. Knowledge of the industry theyre supporting. Technical skills & knowledge across the Microsoft office suite, calendar & scheduling tools, document systems (SharePoint, monday.com), communication platforms (teams), typing skills. Organisational & Planning skills – Have exceptional time management and ability to prioritise deadlines/tasks, strong attention to detail. Interpersonal & Communication skills – Professional communication both verbal and written, ability to build relationships with external and internal stakeholders. Proactive Mindset/Time Management – Using initiative to complete tasks and able to manage tasks in a timely manner. Problem Solving Skills – Able to handle unexpected changes with calm and creativity Adaptability – thrive in a fast paced and changing environment

Responsibilities

The Executive Assistant manages the director's schedule, correspondence, and commitments to ensure efficient use of time and prioritization of tasks. They also coordinate operations, ensuring seamless execution of meetings, travel, projects, and deadlines.