Job Title

Key Responsibilities * Calendar and Schedule Management: * Manage and coordinate the executive's demanding schedule, appointments, and meetings. * Strategically prioritize meetings, handle conflicts, and ensure efficient time management. * Act as a gatekeeper, screening and directing meeting requests to make the most of the executive's time. * Communication and Correspondence: * Manage all forms of communication, including emails, phone calls, and official correspondence. * Draft, review, and edit reports, letters, presentations, and other documents on behalf of the executive. * Serve as the primary liaison between the executive's office and employees, clients, and external partners. * Prepare and maintain Minutes of Meetings (MoM) and follow up on action items. * Travel and Logistics Coordination: * Arrange and coordinate all domestic and international travel, including flights, accommodation, and ground transportation. * Create detailed travel itineraries and manage all logistics to ensure a seamless travel experience. * Prepare and process expense reports and travel claims in a timely manner. * Administrative and Office Support: * Maintain and organize a systematic filing system for confidential documents, both physical and digital. * Handle confidential and sensitive information with the utmost discretion and integrity. * Prepare for internal and external meetings by gathering necessary documents and presentations. * Assist with special projects, research, and ad-hoc tasks as required by the executive.AI Proficiency and Skills * AI-Powered Communication and Writing: * Ability to utilize AI-driven tools (e.g., ChatGPT, Gemini, Grammarly) to draft, edit, and summarize emails and other correspondence. * Proficiency in using AI to generate and refine professional documents and presentations. * AI for Productivity and Automation: * Experience with AI-powered calendar management tools (e.g., Reclaim.ai) to optimize schedules, block focus time, and resolve conflicts. * Familiarity with AI assistants (e.g., Otter.ai) for transcribing meetings and creating searchable notes and summaries. * Ability to use AI tools for administrative tasks, such as automating workflows and data entry. * AI for Research and Data Analysis: * Skill in using AI for conducting quick and effective research, spotting trends, and synthesizing information for reports. * The ability to leverage AI to analyze data and provide actionable insights to the executive. * Ethical Use and Data Security: * Strong understanding of the ethical considerations and privacy implications of using AI tools. * Commitment to maintaining data security and confidentiality while using AI platforms.Qualifications and General Skills * Education and Experience: * A Bachelor's degree in any discipline is typically required. * Additional certifications in office management or business administration are often preferred. * Proven experience of 8-12 years as an Executive Assistant, Personal Assistant, or a similar administrative role. * Technical Skills: * Proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. * Experience with a comprehensive office management system, such as office, is often an advantage. * Strong typing skills and the ability to create professional presentations and documents. * Personal and Soft Skills: * Exceptional organizational, multitasking, and time management abilities. * Excellent written and verbal communication skills in English is a must. * A high level of professionalism, integrity, and discretion. * Strong interpersonal skills with the ability to build and maintain relationships at all levels. * Proactive, adaptable, and a natural problem-solver who can anticipate needs and handle challenges with composure.