Executive Assistant (Administration & Digital Operations)

Key Responsibilities

• Manage day-to-day administrative activities and provide comprehensive support to senior management.
• Coordinate meetings, appointments, calendars, travel arrangements and official engagements.
• Handle correspondence, emails, confidential documents and management communications.
• Prepare meeting agendas, minutes of meetings (MoM), presentations and follow-up action trackers.
• Ensure timely execution of management instructions and administrative assignments.
• Coordinate with Production, HR, Accounts, IT, Purchase, Maintenance and other departments and stakeholders for smooth operations and ensure timely communication and follow-ups.
• Monitor office supplies, stationery, vendor coordination and administrative expenses.
• Coordinate business travel, hotel bookings, transportation and related arrangements.
• Work proficiently with Microsoft 365, Excel, Word, PowerPoint, Outlook, Teams and Google Workspace.
• Manage digital documentation, cloud storage, shared drives and online collaboration platforms.
• Explore and implement suitable digital tools for workflow automation, task tracking and management reporting.
• Prepare MIS reports, administrative dashboards, presentations and periodic status reports.
• Support management in special projects, internal reviews and business coordination.

Required Skills & Competencies

• Strong expertise in AI tools and digital productivity platforms.
• Demonstrate advanced working knowledge of AI tools such as ChatGPT, Microsoft Copilot, Gemini and other AI-based productivity platforms.
• Excellent knowledge of MS Office, particularly advanced Excel and PowerPoint.
• Good understanding of Microsoft 365, Google Workspace and cloud-based applications.
• Strong administrative, organisational and multitasking abilities.
• Excellent written and verbal communication skills.
• Ability to prepare professional reports, presentations and management correspondence.
• Strong follow-up, coordination and problem-solving skills.
• High level of confidentiality, integrity and professional conduct.
• Ability to work independently and manage multiple priorities.

Educational Qualification

• Graduate in any discipline; MBA / PG Diploma in Administration, Management or related fields will be preferred.
• Additional certifications in AI tools, Digital Productivity, Microsoft Office or Business Administration will be an advantage.

Experience Requirements

• Minimum 5 years of relevant experience as an Executive Assistant, Executive Secretary, Administration Executive, Personal Assistant or in a similar role.
• Experience in handling senior management administrative responsibilities is preferred.
• Practical experience in using AI tools, digital platforms and workflow automation is highly desirable.
• Experience in a manufacturing or corporate environment will be an added advantage.