About the job
Location: PV Gas Tower and other working locations
Reports To: Board of Management
Job Summary
We are seeking a highly detail-oriented and proactive Executive Assistant to support the Board of Management (BoM) in managing its administrative and operational tasks. This role requires exceptional organizational skills to handle meeting coordination, documentation, and follow-up with C-level executives, directors, and managers to ensure the timely completion of tasks and projects aligned with BoM decisions.
Key Responsibilities:
Meeting Management:
- Schedule, organize, and prepare for BoM meetings, including drafting agendas, gathering relevant materials, and coordinating with participants.
- Attend meetings to take detailed minutes, capturing key decisions, action items, and timelines.
- Distribute meeting minutes promptly and ensure all action points are clearly assigned to responsible individuals.
Follow-Up and Task Coordination:
- Track progress on action items assigned to C-level executives, directors, and managers during BoM meetings.
- Proactively follow up with meeting participants to ensure tasks are completed within agreed timelines.
- Provide regular status updates to the BoM on outstanding tasks and escalate issues as necessary.
Administrative Support:
- Manage calendars, appointments, and correspondence for BoM members.
- Prepare, review, and maintain key documents, presentations, and reports.
- Organize and maintain a structured filing system for BoM records, ensuring accessibility and confidentiality.
Communication Management:
- Serve as the central point of contact between the BoM and internal/external stakeholders.
- Draft, proofread, and respond to correspondence on behalf of the BoM, ensuring alignment with organizational priorities.
- Communicate BoM directives to relevant teams and facilitate seamless coordination.
Event and Travel Management:
- Plan and manage logistics for BoM meetings, offsite events, and conferences.
- Arrange travel itineraries, accommodations, and expense tracking for BoM members.
Operational Efficiency:
- Monitor workflows related to BoM tasks and identify opportunities to streamline processes.
- Implement tools and systems to improve task tracking and reporting efficiency.
Ad-Hoc Support:
- Assist with special projects and other tasks as requested by the BoM.
- Provide personal support to BoM members as needed.
Qualifications and Requirements
Education: Bachelor’s degree in Business Administration, Management, or a related field.
Experience:
- At least 1–2 years of experience in an executive assistant or similar role, supporting C-level executives or senior management.
- Demonstrated experience in managing meeting minutes, task follow-ups, and stakeholder coordination.
Skills:
- Exceptional organizational and time management abilities.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and task management tools (e.g., Trello, Asana, or similar).
- Ability to manage multiple priorities and meet deadlines in a high-pressure environment.
- Strong analytical and problem-solving skills.
Personal Attributes
- Proactive, resourceful, and solutions-focused.
- Detail-oriented, with a commitment to accuracy and thoroughness.
- Professional demeanor, with the ability to manage confidential information sensitively.
- Strong interpersonal skills to engage effectively with senior executives and diverse teams.
What We Offer
- Competitive salary and benefits.
- Opportunities for professional growth and development.
- A collaborative and dynamic work environment.