Executive Assistant - Office of the Vice President

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to the Vice President. The ideal candidate will serve as a strategic partner in managing executive operations, coordinating with employees, team leaders, supervisors, and department heads, and ensuring efficient communication across the organization. This role requires excellent organizational skills, professionalism, discretion, leadership support capabilities, and the ability to thrive in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support:

• Manage and maintain the Vice President’s calendar, schedules, appointments, meetings, and travel arrangements.
• Screen, prioritize, and respond to emails, calls, and correspondence on behalf of the Vice President.
• Prepare reports, presentations, meeting agendas, minutes, memoranda, and executive documentation.
• Handle confidential and sensitive information with utmost professionalism and discretion.
• Organize and maintain executive files, records, and office documentation systems.
• Monitor deadlines, pending tasks, and executive deliverables to ensure timely completion.

Employee, Team Leader & Supervisor Coordination:

• Serve as the primary coordination point between the Office of the Vice President and all employees, team leaders, supervisors, and department representatives.
• Assist in communicating management directives, announcements, and organizational updates to all levels of staff.
• Coordinate concerns, requests, reports, and operational matters from employees and supervisory personnel.
• Monitor and follow up departmental concerns and ensure proper escalation to the Vice President when necessary.
• Support workforce coordination, interdepartmental communication, and administrative alignment across teams.
• Assist in scheduling meetings, evaluations, coaching sessions, and departmental discussions involving employees and supervisors.
• Help maintain professionalism, discipline, and smooth communication flow within the organization.

Operational & Office Management:

• Coordinate daily office operations and administrative activities of the Office of the Vice President.
• Assist in implementing office policies, systems, and process improvements to increase operational efficiency.
• Process administrative requirements including reimbursements, purchase requests, office supplies, and documentation.
• Support company-wide activities, employee engagement initiatives, and executive events.
• Ensure smooth coordination of office logistics, meetings, and executive functions.

Communication & Stakeholder Management:

• Act as liaison between the Vice President and internal/external stakeholders.
• Draft professional correspondence, notices, announcements, and official communications.
• Facilitate effective communication between departments and management.
• Ensure timely dissemination of company directives and operational updates.

Project & Executive Coordination

• Assist in monitoring projects, departmental deliverables, and executive priorities.
• Prepare status reports, summaries, trackers, and presentations for management review.
• Conduct research and compile data for executive decision-making.
• Support strategic initiatives and special assignments delegated by the Vice President.

Meeting & Event Management:

• Organize executive meetings, conferences, company events, and leadership engagements.
• Prepare meeting materials, presentations, and necessary documentation.
• Record minutes of meetings and monitor action items for completion.
• Coordinate venue arrangements, logistics, schedules, and event requirements.

Qualifications:

• Bachelor’s degree in Business Administration, Office Administration, Management, Human Resources, Communications, or related field.
• At least 3+ years of experience in Executive Assistance, Office Administration, Operations, or related roles.
• Experience coordinating with employees, supervisors, team leaders, and management personnel is an advantage.
• Excellent verbal and written communication skills.
• Strong leadership coordination and interpersonal abilities.
• Highly organized with excellent multitasking and time management skills.
• Ability to handle confidential information with integrity and professionalism.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and virtual collaboration platforms.
• Ability to work independently under pressure in a fast-paced environment.

Preferred Skills & Competencies:

• Leadership Support & Coordination
• Employee Relations & Communication
• Organizational & Administrative Management
• Attention to Detail
• Problem-Solving & Critical Thinking
• Professionalism & Confidentiality
• Adaptability & Flexibility
• Project Coordination
• Strong Interpersonal Skills

Work Schedule:

• Full-time position
• May require flexibility and occasional overtime depending on operational requirements