The Executive Assistant reports directly to the Chief Operating Officer and works closely with members of the Executive Leadership Team, providing information management support to enhance their effectiveness.
The Executive Assistant provides Business Support to the COO's office and is highly visible and varied, providing a comprehensive and confidential high-level administrative support for GEMS Education's mission and vision.
Key Accountabilities:
General
- Assist the COO with organizational and personal administration on a daily basis.
- Providing administrative support to the COO in the follow-up and completion of departmental work plans, responding to queries, issuing memos, and following up on behalf of the COO.
- Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
- Maintain excellent PR network with various consulates, government departments, and important business contacts.
- Assist other Senior Management Committee (SMC) members as delegated by the COO.
Communications
- Prioritising emails, preparing letters and reports, communicating clearly, confidently, and in a professional manner at all levels both internally and externally, and ensuring all correspondence and relevant materials are produced in a timely and accurate manner.
- Communicate and handle incoming and outgoing electronic communications on behalf of the COO.
- Chase responses to requests and emails to/from the SMC
- Answer phones in a pleasant, helpful and professional manner, direct all incoming calls to the appropriate party promptly and efficiently, accurately record messages, and reliably pass messages to the recipient in a timely manner.
Diary Management
- Understanding the importance of key meetings, building flexibility into the diary and anticipating needs, arranging meetings, and preparing briefing materials for the COO as and when required for such meetings.
- Work with the COO to manage the calendar and schedule (board meetings, conferences, regional office visits) including coordinating the COO’s global and domestic travel itineraries.
- Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers, and the general public) to coordinate various complex meetings.
- Ensures that key dates and events are highlighted to the COO ahead of time.
Documentation & Reports
- Conduct research/analysis as directed by the COO and produce reports as and when required.
- Work closely with the COO and SMC through regular correspondence and follow up on action points from meetings on behalf of the COO, liaising with senior internal and external parties (locally/globally).
- Protection and security of records and ensuring filing systems are maintained and are up to date.
- Maintain records of decisions and ensure action items are clearly recorded.
- Organize documents for signatures related to relevant projects.
- Keep accurate records and files at all times and as appropriate.
- Update and maintain a database of executive key contacts.
- Handling sensitive information and material with the highest level of discretion and confidentiality and maintaining data confidentially.
- Maintain and present the reports in a timely manner.
Meeting & Events Planning
- Organize external visits, meetings, and speaking engagements and coordinate briefing material and speeches.
- Prepare materials, packets, and presentations for COO’s meetings, senior management team meetings, off-sites, and all-staff meetings.
- Organize the logistics of board meetings and other key internal meetings.
- Coordinate travel arrangements including scheduling and purchasing tickets for executive staff, board members, and key guests as directed by the COO.
- Organize travel by commercial/private flights, apply for any necessary visas, coordinate the logistics and put together accurate itineraries, and coordinate meetings, lunches/dinners during COO’s overseas trips.
- Coordinate and distribute notes at management meetings as requested. Type up notes as requested.
- Organize and arrange venues for all other meetings requested by the COO.
Expected Experience:
- With relevant secretarial training and qualifications, you will have proven experience as an all-round executive level PA
Job-Specific Knowledge & Skills:
- Exceptional presentation, scheduling, and communication skills
- Digitally savvy and adept at using social media
- Excellent interpersonal, customer service, and time management skills, together with diplomacy, tact, and well-developed organisational skills.
- Open and collaborative working style; must be comfortable in an environment where ideas are shared and challenged.
- Passionate and enthusiastic
- Knowledge of the education sector is desirable
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