Executive Assistant

Role description

Executive Assistants at GreyOrange, provide a high calibre support to min 2 and max 3 operating executives in the organization. The incumbent of this role will be expected to carry out the following responsibilities with high quality output.

Responsibilities

Scheduling & Calendar Management • Strategically organize internal and external meetings, events, and tasks to optimize executive’s time with respect to priorities, goals and objectives • Prioritize conflicting needs, handle matters expeditiously, proactively, and follows-through • Schedule and co-ordinate meetings and appointments as required. manage changes in schedules efficiently • Manage staff meetings for the executives

Travel Management • Prepare travel plans, itineraries, travel documents and agenda • Compile business documents for travel-related meetings • Co-ordinate travel and stay arrangements and plan logistics

Expense Management • Manage expense reports, reimbursements and official bills • Approve claim submissions, tracking invoices and payments

Office /Facility Management • Assist in co-ordination with admin and logistics team for events / meetings/ seminars as assigned • Work cross-functionally internally and with external vendors for events and celebrations

Access/ Tool Management • Manage delegate access on behalf of the executive to various tools and system

Team Engagement • Extend support to host Organization’s upcoming events • Coordinate team building activities, support facilities team in execution of unit wide initiatives

Interview & Orientation • Interview Scheduling with leaders and cross-functional teams • New Hire Pre-onboarding & Onboarding Support

Communication • Prepare, draft, proofread and execute accurate business correspondence• Provide a bridge for smooth communication between the Exec's office and internal departments

Documentation • Maintain effective records and administration • Take minutes of meetings as required

Project Management • Be an integral part to help execute on a varying range of projects • To provide administrative support in the follow up and completion of departmental work plans • Assist with miscellaneous special projects or duties as needed

EA Network • Create/build an EA network with a regular cadence to maintain alignment and efficiency

Requirements

What you need to succeed

• Bachelor/Graduate degree required
• Minimum 4 years’ experience in administrative role reporting directly to upper management/ leadership
• Strong interpersonal skills and the ability to build relationships with key stakeholders
• Excellent Verbal and written communication skills
• Flawless Organization skill and collaborations skills
• Attention to detail • Time management and multi-tasking
• Good Negotiation skills & Assertiveness
• Tact, discretion & Diplomacy
• Prioritization
• Handling confidential information
• Proficiency in using MS Office Suite (Outlook , Word, PowerPoint, Excel