Executive Assistant to Executive Director

Job Responsibilities:

1. Act as the point of contact for executives, employees, clients and other external partners on all matters pertaining to the Executive Director, including those of a highly confidential or critical nature.
2. Manage information flow in a timely and accurate manner.
3. Prioritize inquiries and requests, troubleshoot conflicts, and make sound judgments and recommendations to ensure smooth day-to-day operations.
4. Manage Executive Director's calendars and set up meetings; schedule meetings, draft agendas, and record meeting minutes, and track follow-up items for meetings.
5. Coordinate logistics for board meetings, leadership team meetings, and special events.
6. Draft, proofread, and manage emails, memos, reports, and other documents on behalf of the Executive Director.
7. Make travel and accommodation arrangements.
8. Perform general administrative duties, including answering calls and processing mail.
9. Manages internal and external projects in coordination with other departments and/or organizations on behalf of the Executive Director.
10. Work closely with the Executive Director to keep them well informed of upcoming commitments, scheduled activities, deadlines, meetings, and responsibilities.
11. Maintain organized filing systems (digital and physical) for confidential and critical documents.
12. Support the preparation of presentations and reports.
13. Provide a bridge for smooth communication between the Executive Director and departmental heads.
14. Provide event management support as requested.
15. Provide hospitality to all guests and clients, and help to create a welcoming environment.
16. Assist in the tracking and execution of strategic initiatives or special projects under the ED's direction.
17. Follow up with staff and stakeholders to ensure project deadlines and deliverables are met.
18. Influencing employees to encourage efficiency and meet company goals.
19. Anticipating the needs of the Executive Director and offering proactive support.
20. Responsible for other tasks assigned by Executive Director.

Job Requirements:

Education/ experience:

• Minimum of Bachelor's degree in business/ commerce/ economics/ finance, communications, public relations, or related/ equivalent experience.
• Proficiency in MS Office, including Outlook, Word, Excel, PowerPoint, and other productivity tools.
• Proven experience (typically 3–5+ years) as an executive assistant or similar administrative role supporting senior leadership.
• This position may require occasional evening or weekend hours to support meetings and events.
• This position may require communication with international stakeholders; experience working in a cross-cultural or international environment is an asset.
• Proficiency in Mandarin is an advantage, due to potential engagement with Mandarin-speaking partners or stakeholders.

Skills & competencies:

• Excellent written and verbal communication skills.
• Exceptional organizational and time-management skills with the ability to multitask and prioritize to meet deadlines.
• High level of discretion and professionalism, particularly with confidential information.
• Ability to work well within a cross-functional team environment and proactively in a fast-paced environment.
• Attention to details.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Ability to make appropriate, informed decisions regarding priorities and available time, and complete a high volume of tasks and projects with little or no guidance.
• Ability to maintain a high level of integrity and discretion in handling confidential information.
• Familiarity with board governance procedures and protocols.
• Ability to work independently, exercise mature professional judgment, and use discretion;