Executive Assistant  

Our company is searching for an experienced, reliable and task-oriented Executive Assistant. The EA will work directly with the Managing Director (MD) and the Project Manager (PM) and will be responsible for performing a number of administrative duties.

The ideal candidate is a self-motivated, highly organised professional capable of managing their workload and prioritising tasks within teams across time zones. S/he will need to be able to communicate confidently over the phone and on emails regarding calendar appointments and receiving regular maintenance requests for ongoing projects.

Responsibilites:

• Coordinate the MD’s communications on a daily basis, interfacing with clients on phone calls and emails
• Schedule calls and callbacks and route correspondence wherever needed
• Maintain diary, schedule meetings and appointments and provide reminders to the MD
• Manage any travel itineraries for the MD and the team including accommodation and flight reservations
• Attend meetings between MD and PM and provide minutes accurately
• Generate timesheets and prepare monthly reports and sending to clients
• Archive completed work at the end of the month for clients
• Draft up invoices and ​send payment reminders to clients
• Scan and archive internal documents, receipts, and invoices
• Prepare internal and external corporate documents for team members and industry partners
• Research and download resources and content and collate for internal copywriting
• Maintain and organise the company’s intranet and team drives
• General maintenance of the company website and monitoring live chat
• Monitor office supplies and research deals or suppliers
• Uphold a strict level of confidentiality

• Experience in either a digital agency or a corporate environment
• Comprehensive experience as an executive administrative assistant or senior executive assistant
• Full comprehension of office management systems and procedures
• Proven experience with online timekeeping and project management tools
• Proficiency in English with a high level of verbal, written, and oral communication skills
• Excellent knowledge of MS Office and Google applications
• Savvy with the latest office gadgets and internet applications
• Exemplary planning and time management skills
• Ability to multitask and prioritise daily workload

Nice to Have:

• Familiarity with the following software or similar: CapsuleCRM, Trello, Everhour, LastPass, Slack
• Background in technology and business development
• Experience working in the legal industry
• Basic bookkeeping skills