Office Assistant -EAS CEO Office

Synopsis

The Office Assistant will provide administrative support to ensure the smooth operation of the CEO’s office and Executive Team. This role involves administrative duties, managing office tasks, and supporting the Office Manager in daily operations.

Accountabilities

• Assist the Office Manager in managing and updating the Executive’s calendar, ensuring timely coordination and communication.
• From time to time, the Office Assistant will be required to support the Executive team in relation to adhoc tasks. 
• Handle incoming calls, emails, and correspondence, ensuring they are screened and directed appropriately. 
• Coordinate with internal departments and external parties to gather and disseminate information. Follow up on action points and provide reminders for pending tasks.
• Prepare documents, reports, presentations, and meeting materials as needed. Assist in proofreading and formatting documents to ensure accuracy and consistency.
• Support duty travel arrangements including flights, accommodation, and itineraries of the Executive team and external consultants. 
• Manage meeting room bookings ensuring meeting resources (rooms, equipment, refreshments, etc.) are ready. Circulate agendas and take minutes of the meetings, when required.
• Act as the first point of contact for visitors, ensuring a professional and welcoming environment. 
• Assist in arranging travel, accommodations, and itineraries as directed by the Executive Assistant.
• Provide administrative support for special projects and events, including planning, vendor briefing, stakeholder engagement, budget management and execution. 
• Monitor and respond to feedback from internal and external stakeholders, providing reports and insights to management.

Education & Experience

• 2+ years of administrative experience, in a corporate environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills.
• Ability to multitask, prioritize tasks, and work efficiently in a fast-paced environment.
• Experience in interacting with internal teams and external stakeholders in a professional manner.