Job Title: Executive Assistant to Vice President, Operations
Experience: 4 to 6 years
Employment Type: Full-time
Reports To: Vice President, Operations
Job Overview:
We are seeking a highly organized and detail-oriented Executive Assistant to provide
comprehensive support to the Vice President, Operations. The ideal candidate will act as an
operational partner, ensuring all tasks and charters are meticulously managed and executed. This
role demands a proactive and mature individual who can handle a wide variety of
responsibilities, ensuring seamless communication, follow-ups, and task completion in alignment
with the strategic vision of the Vice President.
Key Responsibilities:
∙Task Management: Assist the Vice President in managing daily tasks, charters, and
follow-ups, ensuring all activities are completed with precision and timeliness.
∙Operational Support: Act as the key point of contact for operational updates, ensuring
that the Vice President’s priorities are reflected across all actions and communications.
∙Detail-Oriented Execution: Ensure meticulous attention to detail in all tasks, projects,
and operational responsibilities. Follow up on deliverables and track progress to ensure
timely completion.
∙Calendar and Meeting Coordination: Manage the Vice President’s calendar, schedule
meetings, and ensure all appointments align with operational priorities.
∙Documentation and Reporting: Prepare reports, documents, and presentations as
needed. Maintain accurate records of meetings, decisions, and action points.
∙Cross-Department Coordination: Communicate with various departments to gather
information, track progress, and ensure smooth coordination across teams.
∙Travel and Logistics: Handle travel arrangements, commute plans, and other logistical
requirements for the Vice President.
∙Ad-Hoc Tasks: Take on additional responsibilities and ad-hoc tasks to ensure smooth
day-to-day operations, anticipating the needs of the Vice President.
Key Skills and Qualifications:
∙Bachelor’s degree in Business Administration, Management, or a related field.
∙4 to 10 years of experience in an executive assistant or operations support role.
∙Strong organizational and time management skills, with the ability to handle multiple
priorities.
∙Excellent verbal and written communication skills.
∙High level of attention to detail and ability to follow through on tasks independently.
∙Ability to work in a fast-paced environment and manage urgent requests.
∙Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant tools.
∙Experience in coordinating with cross-functional teams and managing complex
schedules.
∙Professional demeanor, with the ability to maintain confidentiality and handle sensitive
information.
Personal Attributes:
∙Mature, proactive, and self-motivated.
∙Task-driven with a strong focus on execution and follow-through.
∙Ability to adapt to changing priorities and remain calm under pressure.
∙Strong problem-solving skills and a proactive approach to challenges.
∙Reliable, with a commitment to operational excellence.
People First is a niche talent sourcing and learning and development consulting firm in service since 1995. Our vision is to evolve and inspire evolution in organisations and institutions to journey to their ‘next orbit’ in terms of people, culture, learning, process, product and services.
We fulfil our vision through our solutions to enable talent-hiring through holistic fitment methodologies, to coach leaders to inspire individual & organisational change; to transform educational spaces; and to map leader’s inner journeys of evolution and change.
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Our core values make us who we are. We are a niche firm united by a strong set of five guiding principles- originality, integrity, congruence, co-creation and fulfilling partnerships. Our achievements easy demonstration speech ideas are built on a solid foundation of core values that inspire action, teamwork and excellence.