About the Job

The Executive Assistant at OurPass plays a critical role in providing administrative and organisational support to high-level executives or senior management.This role ensures the smooth functioning of the executive’s/ CEO’s office and handles a wide range of tasks, including managing schedules, coordinating meetings, handling correspondence, and assisting with various projects.

Responsibilities

• Calendar Management: Efficiently manage the executive’s schedule, including arranging meetings, appointments, and conference calls. Prioritise and coordinate appointments based on the executive’s availability and business priorities.
• Travel Coordination: Handle travel arrangements, including booking flights, hotels, ground transportation, and preparing itineraries for business trips and conferences.
• Communication: Serve as the primary point of contact for internal and external communications, managing emails, phone calls, and other correspondence on behalf of the executive. Draft and review emails, memos, and reports as needed.
• Meeting Support: Coordinate and organise meetings, including preparing agendas, gathering relevant materials, and taking minutes during meetings. Ensure timely distribution of meeting materials and follow up on action items.
• Project Assistance: Provide support for various projects as assigned by the executive, including research, data analysis, and presentation preparation.
• Document Management: Maintain and organise records, files, and documents, both physical and electronic, ensuring they are easily accessible and up-to-date.
• Confidentiality: Handle sensitive and confidential information with utmost discretion and maintain a high level of confidentiality.
• Relationship Building: Build and maintain positive relationships with internal and external stakeholders, including clients, partners, and team members.
• Office Operations: Assist with general office operations, including ordering supplies, handling incoming and outgoing mail, and coordinating office maintenance and repairs.
• Expense Management: Monitor and track expenses related to the executive’s activities, ensuring timely submission and reconciliation of expense reports.

Critical Competencies

• Proven experience as an Executive Assistant or in a similar administrative role supporting senior management.
• 3+ years experience required
• A bachelor’s degree in business administration, communications or related field.
• Strong organizational and time management skills, with the ability to multitask and prioritize effectively.
• Excellent communication skills, both written and verbal.
• Proficiency in using office productivity software, such as Microsoft Office Suite.
• Attention to detail and a high level of accuracy in all tasks.
• Ability to work under pressure and meet tight deadlines.
• Strong problem-solving skills and the ability to handle unforeseen challenges.
• Flexibility and adaptability to accommodate the executive’s schedule and changing priorities.
• Discretion and professionalism when dealing with sensitive information.
• A proactive and anticipatory approach to meeting the executive’s needs.