Job Title: Executive Assistant

Full-Time Onsite, Monday to Friday ( 8 am - 5 pm)

Position Summary:

This role involves managing schedules, coordinating meetings, preparing reports and presentations, and handling confidential information.

Key Responsibilities

Executive Support:

Manage the COO’s calendar, schedule meetings, and arrange appointments. Prioritize and organize daily tasks, ensuring all deadlines are met. Coordinate and prepare agendas, meeting materials, and follow-up tasks for internal and external meetings. Handle and prioritize incoming communications, including emails, phone calls, and correspondence.

Project Coordination:

Assist with the planning and execution of key operational projects by tracking progress and ensuring that deadlines and deliverables are met. Assist various teams across the organization by coordinating project meetings, creating presentations, and gathering and organizing data and reports. Track the status of operational initiatives and provide updates to the COO.

Communication & Liaison:

Act as the main point of contact between the COO and internal/external stakeholders, ensuring professional and effective communication. Draft and proofread emails, presentations, reports, and other documents on behalf of the COO. Manage confidential and sensitive information with discretion and professionalism.

Office and Operational Support:

Manage and organize documents, contracts, and records related to operations. Assist with the preparation of operational reports and performance tracking documents.

Event Planning and Travel Management:

Organize conferences, meetings, and company events, ensuring logistics, participants, and materials are prepared in advance.

Travel Arrangements:

Plan, coordinate, and book comprehensive travel itineraries, including flights, ground transportation, hotels, and travel insurance. Manage travel logistics for domestic and international trips, ensuring compliance with company travel policies. Prepare detailed travel briefs and itineraries for executives and stakeholders.

Visa & Immigration Processing:

Manage visa applications, work permits, and other immigration documentation for executive travel. Liaise with visa agencies, consulates, and immigration consultants to ensure timely submission and processing of documents.

Embassy & Consular Coordination:

Communicate with embassies and consulates for appointment scheduling, documentation requirements, and urgent travel approvals. Ensure proper notarization, legalization, and authentication of documents as required by destination countries. Keep accurate records of embassy visits, correspondence, and related documentation.

Medical & Health Support:

Schedule and manage doctor, specialist, and medical appointments for the executive and their family members. Maintain a confidential log of medical appointments, prescriptions, and follow-up actions. Coordinate with medical providers, clinics, and pharmacies for health-related needs. Handle medical insurance documents and claims processing as required.

Personal & Family Assistance:

Manage personal calendar items, including family events, school meetings, and appointments. Liaise with household staff, drivers, or nannies to ensure smooth operations for the family.