Executive Assistant - Villa Shipping and Trading Co.

Deadline: 14 April 2024

Job Title: Executive Assistant to the COO

Position Overview: As the Executive Assistant to the COO, you will be a proactive and central figure in managing both the daily operations and strategic initiatives within the executive office. This position requires a highly organized, detail-oriented professional who thrives in a fast-paced environment and is adept at handling confidential information with discretion. Your role encompasses a wide range of responsibilities, including providing high-level, confidential administrative support, efficiently managing complex schedules, coordinating travel arrangements, and preparing documents for high-level meetings. Furthermore, you will serve as an essential communication bridge, effectively engaging with various stakeholders to ensure the seamless operation of the COO's agenda.
This role demands not only a deep understanding of the typical duties associated with a personal assistant but also the ability to perform with a significant degree of autonomy and authority in decision-making processes. Your ability to navigate the demands of senior leadership, coupled with your capacity to manage multiple tasks simultaneously, will be crucial.

Key Responsibilities:
• Administrative and Executive Support: Serve as the primary point of contact for the COO, managing the calendar with a keen eye on scheduling meetings, appointments, and travel arrangements while ensuring the COO’s schedule is followed and respected. Act as a gatekeeper to facilitate direct access to the COO’s time and office, and support the executive team in achieving company goals and objectives.
• Communication Management: Act as the central communication hub among executives, employees, clients, and external partners, ensuring information flows in a timely and accurate manner. Manage correspondence, screen, respond to, and distribute incoming communications including emails, phone calls, and mail, ensuring the COO is well-prepared for meetings.
• Document Preparation and Management: Prepare, edit, and manage correspondence, communications, presentations, and other documents. File and retrieve documents, reference materials, and ensure efficient management and accessibility of important information.
• Meeting and Event Coordination: Organize and coordinate meetings and events, prepare agendas, make logistical arrangements, and handle follow-up as
needed. Record, transcribe, and distribute minutes of meetings to ensure all
participants are informed of outcomes and actions required.
• Project and Research Management: Lead specific projects at the COO’s direction, ensuring timely and effective outcomes. Conduct research, assemble data, and prepare papers for executive consideration, presentation to committees, and boards of directors, supporting a wide range of operational and strategic initiatives.
• Internal Liaison: Facilitate internal communication, acting as a bridge for smooth interaction between the COO's office and other departments & business units.
• Confidentiality and Improvement Initiatives: Handle all confidential information with discretion, maintaining the integrity and privacy of the COO’s office. Review, assess, and implement improvements to operating practices to enhance efficiency and effectiveness within the organization.

• Bachelor’s degree in Business Administration, Management, or related field.
• Proven experience as a Personal Assistant or Executive Assistant at a senior level, preferably within a corporate setting.
•Exceptional written and verbal communication skills, with proficiency in English & Dhivehi.
• Proficiency in the Dhivehi language, being able to translate documents from Dhivehi to English and vice versa.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook etc).
• Strong organizational and time management skills, with a proven ability to meet deadlines.
• Demonstrated ability to handle confidential information with discretion and integrity.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Ability to work independently and with professional discretion.
• Excellent problem-solving skills with attention to detail.
• High level of professionalism and demonstrated ability to handle high-pressure situations.

Based on Qualification & Experience

Interested candidates please email your credentials to:

(Kindly mention the position applied for in the subject)

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