Position Executive Assistant Reporting To Director Department Executive Employment Type Full-Time Work Mode On-site Experience Required 5 Years and above Role Summary We are looking for a highly organised, proactive, and detail-oriented Executive Assistant to provide comprehensive support to senior leadership. The ideal candidate will be a confident communicator, proficient with modern AI-powered tools, and capable of independently managing multiple projects simultaneously. This role requires strong cross-functional coordination across production, export, accounts, and other departments, as well as direct communication with international clients. Key Responsibilities 1. International Client Communication ▪ Serve as the primary point of contact for international clients via email, video calls, and written correspondence. ▪ Draft, review, and respond to routine and complex client queries in professional, fluent English. ▪ Maintain a courteous and brand-consistent tone across all client-facing communications. ▪ Follow up on pending queries and ensure timely resolution. 2. Cross-Departmental Coordination ▪ Liaise regularly with production, export, accounts, logistics, and other internal departments to gather updates and resolve issues. ▪ Act as a communication bridge between the executive office and various teams. ▪ Track departmental commitments and ensure deliverables are met on time. ▪ Facilitate smooth information flow to minimise bottlenecks in operations. 3. Export Documentation Support ▪ Assist in the tracking and organisation of export-related documents (shipping instructions, invoices, packing lists, certificates of origin, etc.). ▪ Coordinate with the export team and freight forwarders to ensure documentation accuracy and deadlines are met. ▪ Maintain an organised digital repository of all export records. 4. Project Management & Coordination ▪ Independently manage multiple concurrent projects using spreadsheet-based project trackers. ▪ Develop and maintain detailed project sheets including timelines, milestones, task assignments, and status updates. ▪ Create Gantt charts, task lists, and progress dashboards in tools such as Google Sheets, Microsoft Excel, or equivalent platforms. ▪ Proactively flag delays, risks, or bottlenecks to management and suggest corrective actions. ▪ Coordinate with relevant stakeholders to ensure project goals are met on time. 5. Reporting & Data Analysis ▪ Collect periodic reports from various departments (sales, production, accounts, logistics, etc.). ▪ Consolidate, analyse, and summarise data to prepare executive-level dashboards and reports. ▪ Identify key trends, discrepancies, or concerns in data and present findings clearly to leadership. ▪ Maintain structured archives of all reports and support data-driven decision-making. 6. AI Tools & Digital Productivity ▪ Actively use AI tools (such as Claude, ChatGPT, Copilot, etc.) to draft communications, summarise documents, generate reports, and improve workflows. ▪ Stay updated with relevant AI tools and recommend productivity-enhancing technologies. ▪ Automate repetitive tasks wherever possible using available digital tools. 7. Executive & Administrative Support (EA Functions) ▪ Manage the executive's calendar, including scheduling meetings, appointments, travel, and follow-ups. ▪ Prepare agendas, take meeting minutes, and distribute action points. ▪ Handle confidential information with the highest level of discretion. ▪ Manage travel arrangements, accommodation bookings, and expense reports. ▪ Organise and prioritise incoming correspondence, flagging urgent matters appropriately. Qualifications & Requirements Educational Qualification ▪ Bachelor's degree in Business Administration, Commerce, English, or a related field. ▪ Additional certification in Project Management (PMP, PRINCE2, or equivalent) is a plus. Experience ▪ 6 years of proven experience as an Executive Assistant, Project Coordinator, or similar role. ▪ Prior experience in an export/trading/manufacturing environment preferred. ▪ Experience handling international clients or working in a global business context. Skills & Competencies Core Competency Proficiency Expected English Communication (Written & Verbal)