JOB DESCRIPTION

Position Title: Executive and Operations Assistant

Department: Executive Office / Operations

Reports To: Chief Executive Officer / President

Work Location: Onsite

Work Schedule: Shifting schedule supporting international markets

Position Summary

The Executive and Operations Assistant provides high-level administrative support to the Executive Management Team while assisting in the coordination, monitoring, and execution of day-to-day operational activities. The role serves as a bridge between executive leadership and various departments to ensure the efficient implementation of business priorities, operational processes, and strategic initiatives. The position requires a high degree of professionalism, discretion, organizational ability, and adaptability in a dynamic environment.

Key Duties and Responsibilities

Executive Support

• Manage and maintain executives’ calendars, schedules, appointments, and meetings.
• Prepare reports, presentations, correspondence, meeting agendas, and minutes.
• Screen and prioritize communications, emails, and other correspondence.
• Coordinate meetings, conferences, and business engagements with internal and external stakeholders.
• Handle confidential and sensitive information with the highest level of discretion.
• Arrange travel, accommodations, and related logistics for executives as required.
• Monitor and follow up on action items, deliverables, and deadlines on behalf of Management.

Operations Support

• Assist in the coordination and execution of daily operational activities across departments.
• Monitor operational workflows and ensure timely completion of tasks and projects.
• Prepare and maintain operational reports, trackers, databases, and documentation.
• Coordinate with internal teams to facilitate efficient communication and issue resolution.
• Support process improvement initiatives and recommend efficiencies to enhance productivity.
• Ensure proper documentation, filing, and record management of operational and administrative records.
• Track and monitor key operational metrics and provide updates to Management.
• Assist in implementing company policies, procedures, and operational standards.

Project Coordination

• Support the planning, implementation, and monitoring of strategic and special projects.
• Conduct research and compile information necessary for business decisions and initiatives.
• Coordinate with cross-functional teams to ensure project milestones and deadlines are met.
• Prepare status reports and provide progress updates to Management.

Administrative and Compliance Support

• Maintain organized records and documentation in accordance with company policies.
• Ensure confidentiality and proper handling of company information and records.
• Assist in the preparation and submission of documents required by internal and external stakeholders.
• Ensure adherence to company policies, procedures, and applicable laws and regulations.

Other Duties

• Perform such other duties and responsibilities as may be assigned by Management from time to time, consistent with the nature of the position.

Minimum Qualifications

Education

• Bachelor's degree in Business Administration, Management, Operations Management, Communications, or any related field.

Experience

• At least two (2) years of experience in executive support, operations, administration, project coordination, or a similar role.
• Experience in supporting senior executives and coordinating cross-functional operations is preferred.

Knowledge, Skills, and Competencies

• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong analytical and problem-solving skills.
• High level of professionalism, integrity, and discretion.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and productivity tools.
• Ability to work independently with minimal supervision.
• Strong interpersonal skills and the ability to collaborate effectively with various stakeholders.
• Detail-oriented with a commitment to accuracy and operational excellence.