Executive Assistant

We are seeking a highly organized and detail-oriented Executive Assistant to join our team. As an Executive Assistant, you will play a vital role in ensuring the smooth and efficient operation of our office environment. Your responsibilities will span across administrative coordination, internal and external communications, social media moderation, and employee support.

This role requires excellent communication skills, strong organizational abilities, and a proactive problem-solving mindset. You will also be actively involved in managing and moderating our company’s presence on platforms like LinkedIn and other social media channels.

Responsibilities

• Administrative Support
  Handle daily administrative tasks such as correspondence, managing calls, scheduling appointments, and managing office supplies and equipment.
  Maintain professional documentation, filing systems, and physical/digital records.
• Office Coordination
  Oversee day-to-day office operations and ensure compliance with internal processes and policies.
  Assist in managing office budgets and implementing organizational systems.
  Coordinate with vendors and suppliers for smooth office functioning.
• Front Desk and Guest Management
  Greet visitors professionally, answer inquiries, and direct them appropriately.
  Maintain a clean and welcoming reception area.
• Communication & Correspondence
  Draft, format, and send internal and external communications including memos, emails, and letters.
  Manage mail distribution and courier tracking.
• Calendar and Meeting Management
  Schedule and organize meetings, appointments, and travel arrangements for staff and management.
  Prepare agendas, record meeting minutes, and distribute relevant materials.
• Records & File Management
  Maintain accurate and up-to-date files, databases, and company records.
  Ensure confidentiality and secure access to sensitive documents.
• Financial Administration
  Assist in managing budgets, monitoring expenses, and processing invoices, reimbursements, and claims.
  Support financial documentation preparation and reporting.
• Human Resources Support
  Support HR functions such as posting job vacancies, scheduling interviews, and onboarding processes.
  Maintain and update employee records and assist with employee requests.
• Office Maintenance
  Coordinate cleaning, repairs, renovations, and ensure all equipment and facilities are functioning well.
  Report and follow up on any maintenance issues.
• Social Media Moderation & LinkedIn Activity
  Monitor and moderate content on the company’s LinkedIn page and other social media profiles to ensure brand consistency and engagement.
  Schedule and manage posts, respond to comments and messages, and assist in tracking engagement metrics.
  Collaborate with the marketing team to maintain a professional and active digital presence.

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