EXECUTIVE ASSISTANT

Job description

Administration and Operations Support:

Provide comprehensive assistance to directors and department heads in their daily tasks.
Offer support for day-to-day management of staff, ensuring efficient operations.
Manage correspondence, including distribution and archiving of letters.
Maintain accurate records and notes, ensuring organized documentation.
Coordinate weekly management team meetings and disseminate notes.
Arrange meetings, events, and conference rooms with meticulous detail.
Handle travel arrangements, including hotel and flight bookings for management and visitors.
Supervise administrative drivers and distribute tasks among team members.
Facilitate official signatures on bank transfers, contracts, and other critical documents.
Perform home-based tasks related to the Executive Director.
Manage printing, business card orders, and mail processes.
Execute additional tasks as directed by Management, maintaining flexibility.
Fulfill employee business card orders as requested by supervisors.

Board of Directors Support:

Compile and manage essential company files, including minutes, reports, and regulations.
Maintain and update a meetings folder for board and shareholders meetings.
Assist in preparing and amending organizational regulations and authority documents.
Coordinate and send invitations to board and shareholders meetings.
Record minutes during board and shareholders meetings and distribute them to members.
Keep the board informed of legal changes impacting their roles.
Draft resolutions, meeting notices, and voting papers in consultation with the Chairman.
Provide comprehensive support to the Chairman in various capacities.
Fulfill additional responsibilities as assigned by the Board.

Human Resources Assistance:

Support HR department by handling paperwork, including replication, printing, and scanning.
Provide timely translation services as required by HR department.
Conduct research and compile data in response to HR department requests.