Role Overview
We are seeking a highly skilled and experienced Executive Assistant to support our Executive Team in ensuring the efficient operation of the office.
This is an exciting opportunity for a proactive and adaptable individual who thrives in a dynamic environment and is committed to supporting our mission of delivering high-quality care.
Key Responsibilities
* Calendar Management:Efficiently schedule and manage all appointments, meetings, and events, aiming for zero scheduling conflicts.
* Coordinate accommodation/travel arrangements, ensuring 100% accuracy in bookings and itineraries.
* Maintain the executives' daily schedules, optimizing their time management with a target of increasing productivity.
* Communication: Serve as the primary point of contact, ensuring all communications are addressed within a 24-hour period.
* Screen and prioritize incoming calls, emails, and messages, ensuring critical issues are escalated for resolution immediately.
* Administrative Support:Organise and maintain electronic files and records, ensuring 100% compliance.
* Maintain office supplies and equipment, order as required.
* Meeting Support:Prepare meeting agendas and materials, and timely delivery of all required materials, reports and tabled submissions.
* Take detailed minutes and follow up on action items.
* Coordinate required logistics for internal/external meetings and events.
* Task Delegation:Manage and delegate tasks on behalf of the executives within set deadlines.
* Regularly update the executive team on the status of delegated tasks/completion, and any barriers for completion.
* Information Management:Maintain strict confidentiality and discretion in handling sensitive information.
* Travel Management:Monitor and reconcile all accommodation/travel-related expenses.
* Plan and book accommodation/travel arrangements.
* Handle all accommodation/travel-related documentation and reconcile expenses post travel.
* Act as a liaison, facilitating effective communication and information flow within the office environment.
* Address and resolve any communication barriers or misunderstandings as they occur.
* Event Planning:Provide primary support in the organisation and coordination of corporate/client events, managing logistics and invitations, catering and associated requirements.
* Coordinate with vendors, ensuring services meet or exceed expectations.
* Personal Assistance:Handle personal tasks for the executives on an as requested basis.
Qualifications and Skills
* Qualification in business administration or a related field (preferred).
* Proven experience as an executive assistant or personal assistant.
* Some Business and Accounting skills.
* Dynamic with advanced problem-solving skills.
* Discretion and the ability to maintain confidentiality and healthy boundaries.
* Strong organisational and multitasking skills.
* Excellent verbal and written communication abilities.
* Proficiency in using office software and productivity tools.
* Strong problem-solving and decision-making capabilities.
* Adaptability and the ability to work well under pressure.
* Highly organised with the ability to prioritise tasks as needed.
Conclusion
The Administration and Executive Assistant role plays a crucial part in ensuring the efficient operation of Caring Lotus.
They are responsible for a wide range of administrative tasks and provide essential support to senior leadership, enabling the smooth running of day-to-day operations.
By managing schedules, handling communications, organising documentation, and coordinating various activities, they help to streamline processes and improve productivity across teams.
Their attention to detail, strong organisational skills, and ability to multitask are integral to supporting the overall success and growth of the organisation.