FBS - Executive Assistant

Our organisation is seeking an Executive Assistant to provide moderate to advanced support to company executives. The successful candidate will handle information requests, perform clerical functions, and manage calendars, including booking travel for one or more executives as assigned. They will use judgment and initiative to determine the action necessary to manage both routine and unusual situations.

Responsibilities:

• Provide excellent written and verbal communication skills
• Strong organisational and time-management abilities
• Attention to detail and accuracy
• Proficiency with office software (e.g., Microsoft Office Suite: Word, Excel, Outlook, PowerPoint)
• Ability to handle confidential information with discretion
• Problem-solving and multitasking skills

• Greet internal and external customers; handle general inquiries; refer more complex inquiries to appropriate department or individual
• Use good judgment and operate with a customer-centric approach to problem solving
• Organise executive's calendars and prioritise requests as needed
• Schedule and coordinate meetings, appointments and other activities
• Contact individuals to communicate schedule changes
• Assist in compiling meeting agendas and speeches, etc
• Compile and analyse basic information for inclusion in reports or presentation materials, at the direction of executive
• Help to prepare charts, graphs, tables, as necessary
• Use discretion in answering and screening telephone calls and emails as appropriate
• Receive and assign incoming mail to appropriate individual
• Retrieve files and materials needed to address action items in mail/emails
• Maintain records, confidential files, and hold/diary system
• Do follow-up work as needed. May requisition, distribute and maintain supplies
• Prepare expense reports and handle payments for expense items
• May back up other Executive Assistants as needed

Requirements:

• Total Work Experience: 1-3 years (Preferred: 4-6 years)
• English Proficiency: Fluent
• Required Education: High school diploma or equivalent required (Preferred: Bachelor)
• Other Critical Skills: Outlook - Intermediate, Typing - Intermediate
• Software / Tool Skills: Office Suite - Advanced