Executive Assistant

Position Executive Assistant Reporting To Director Department Executive Employment Type Full-Time Work Mode On-site Experience Required 5 Years and above Role Summary We are looking for a highly organised, proactive, and detail-oriented Executive Assistant to provide comprehensive support to senior leadership. The ideal candidate will be a confident communicator, proficient with modern AI-powered tools, and capable of independently managing multiple projects simultaneously.

This role requires strong cross-functional coordination across production, export, accounts, and other departments, as well as direct communication with international clients.

Key Responsibilities

1. International Client Communication

• Serve as the primary point of contact for international clients via email, video calls, and written correspondence.
• Draft, review, and respond to routine and complex client queries in professional, fluent English.
• Maintain a courteous and brand-consistent tone across all client-facing communications.
• Follow up on pending queries and ensure timely resolution.

1. Cross-Departmental Coordination

• Liaise regularly with production, export, accounts, logistics, and other internal departments to gather updates and resolve issues.
• Act as a communication bridge between the executive office and various teams.
• Track departmental commitments and ensure deliverables are met on time.
• Facilitate smooth information flow to minimise bottlenecks in operations.

1. Export Documentation Support

• Assist in the tracking and organisation of export-related documents (shipping instructions, invoices, packing lists, certificates of origin, etc.).
• Coordinate with the export team and freight forwarders to ensure documentation accuracy and deadlines are met.
• Maintain an organised digital repository of all export records.

1. Project Management & Coordination

• Independently manage multiple concurrent projects using spreadsheet-based project trackers.
• Develop and maintain detailed project sheets including timelines, milestones, task assignments, and status updates.
• Create Gantt charts, task lists, and progress dashboards in tools such as Google Sheets, Microsoft Excel, or equivalent platforms.
• Proactively flag delays, risks, or bottlenecks to management and suggest corrective actions.
• Coordinate with relevant stakeholders to ensure project goals are met on time.

1. Reporting & Data Analysis

• Collect periodic reports from various departments (sales, production, accounts, logistics, etc.).
• Consolidate, analyse, and summarise data to prepare executive-level dashboards and reports.
• Identify key trends, discrepancies, or concerns in data and present findings clearly to leadership.
• Maintain structured archives of all reports and support data-driven decision-making.

1. AI Tools & Digital Productivity

• Actively use AI tools (such as Claude, ChatGPT, Copilot, etc.) to draft communications, summarise documents, generate reports, and improve workflows.
• Stay updated with relevant AI tools and recommend productivity-enhancing technologies.
• Automate repetitive tasks wherever possible using available digital tools.

1. Executive & Administrative Support (EA Functions)

• Manage the executive's calendar, including scheduling meetings, appointments, travel, and follow-ups.
• Prepare agendas, take meeting minutes, and distribute action points.
• Handle confidential information with the highest level of discretion.
• Manage travel arrangements, accommodation bookings, and expense reports.
• Organise and prioritise incoming correspondence, flagging urgent matters appropriately.

Qualifications

& Requirements Educational Qualification

• Bachelor's degree in Business Administration, Commerce, English, or a related field.
• Additional certification in Project Management (PMP, PRINCE2, or equivalent) is a plus. Experience
• 6 years of proven experience as an Executive Assistant, Project Coordinator, or similar role.
• Prior experience in an export/trading/manufacturing environment preferred.
• Experience handling international clients or working in a global business context. Skills & Competencies Core Competency Proficiency Expected English Communication (Written & Verbal)