Meeting Support and Minute Taking:

Minute Taking:

• Attend meetings, both internal and external, and take comprehensive notes to capture key discussions, decisions, and action items.
• Prepare and distribute minutes of meetings promptly, ensuring accuracy and clarity.
• Follow up on action items with relevant parties to ensure completion within set deadlines.

Agenda Preparation:

• Assist in preparing meeting agendas, coordinating with relevant stakeholders to ensure all necessary topics are covered.
• Distribute agendas and supporting documents to participants before meetings.

Meeting Coordination:

• Schedule and organize meetings, booking rooms, and arranging necessary equipment or refreshments.

Executive Support:

• Calendar Management: Manage the executive's calendar, scheduling appointments, meetings, and travel arrangements.
• Communication Management: Handle incoming and outgoing communications on behalf of the executive, including emails, calls, and correspondence.
• Document Preparation: Prepare, review, and edit documents, reports, presentations, and other materials for the executive.

Office Management:

Office Administration:  

• Oversee daily office operations, ensuring the office is well-organized and supplies are adequately stocked
• Coordinate with vendors for office supplies, maintenance, and services.

Record Keeping:

• Maintain organized filing systems, both digital and physical, ensuring easy access to important documents.
• Handle confidential information with discretion and ensure data security.

Personal Attributes:

• Ability to multitask and prioritize tasks in a fast-paced environment.
• Proactive and able to anticipate the needs of the executive and office.
• Strong interpersonal skills and the ability to work well with others.