Key Roles & Responsibilities
Executive Support & Administration:
Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements. Screen and prioritize emails, calls, and correspondence, ensuring timely responses. Prepare and edit reports, presentations, and documents for executive meetings. Handle confidential information with discretion.
Office & Business Operations:
Act as the main point of contact between the executive and internal/external stakeholders. Assist in the planning and coordination of office operations, events, and projects. Maintain and organize office records, files, and databases. Coordinate administrative procedures and document management.
Meeting & Event Coordination:
Organize and coordinate meetings, including agenda preparation, minutes & note-taking, and follow-ups. Arrange conferences, workshops, and corporate events as required. Ensure that all logistical arrangements for meetings and events are in place.
Communication & Relationship Management:
Maintain professional relationships with key stakeholders, clients, and vendors. Act as a liaison between executives and employees, ensuring smooth communication. Draft and proofread correspondence, reports, and communications on behalf of the executive.
Project & Task Management:
Support executives in managing projects by tracking progress and following up on deliverables. Assist in budget management, expense tracking, and financial documentation. Conduct research and compile data for reports, presentations, and decision-making.
Administrative Efficiency Calendar Management Accuracy:
% of meetings scheduled without conflicts.
Task Completion Rate: % of tasks completed on time.
Document Accuracy Rate: % of reports and documents with no errors.
Communication & Coordination Response Time: Average time taken to respond to emails and calls.
Meeting Coordination Success Rate: % of meetings arranged without rescheduling.
Stakeholder Satisfaction Score: Feedback from internal and external stakeholders.
Executive & Office Support Project Completion Rate: % of assigned projects completed within deadlines.
Confidentiality Compliance: Zero breaches of confidential information.
Travel & Event Planning Efficiency: % of error-free bookings and successful events.
Relationship Management & Organization Client/Stakeholder Satisfaction Rating: Feedback score from executives and team members. Follow-Up Effectiveness: % of follow-ups completed on time.
Office Organization & Documentation Score: Audit results for record-keeping accuracy.
