Regional Executive Assistant

Job Scope:

1. Executive Support:Provide high-level administrative assistance to regional executives or management teams, ensuring their day-to-day activities run smoothly.
   Manage complex calendars and scheduling, ensuring all appointments, meetings, and events are properly organized and prioritized.
   Act as a gatekeeper for executive time, screening calls and emails, and handling requests or inquiries on their behalf.
   
2. Meeting and Event Coordination:Plan, organize, and coordinate internal and external meetings, events, and conferences across the region.
   Arrange logistics for regional business trips, including transportation, accommodations, itineraries, and travel documentation.
   Prepare and distribute meeting agendas, materials, and follow up on action items post-meetings.
   
3. Communication and Correspondence:Serve as the point of contact for internal and external stakeholders, ensuring clear and efficient communication on behalf of the executive.
   Draft, edit, and proofread emails, reports, presentations, and other written materials, ensuring they align with the executive's communication style.
   Assist in managing relationships with key clients, partners, and other external contacts across the region.
   
4. Project Assistance:Assist with or manage regional corporate projects, including administrative tasks such as research, documentation, and tracking project timelines.
   Collaborate with different departments to ensure the successful execution of regional business strategies and initiatives.
   
5. Travel and Expense Management:Organize and coordinate travel arrangements for executives, including booking flights, hotels, and transportation.
   Manage and track the executive's expenses, including processing invoices, purchase orders, and reimbursement requests.
   
6. Document and File Management:Organize and maintain files, records, and other important documents in a confidential and efficient manner.
   Prepare and manage reports, presentations, and other business-related documents for regional or corporate meetings.
   
7. Regional Coordination and Support:Facilitate communication and collaboration between offices and teams across the region to ensure alignment with corporate objectives.
   Provide administrative support to regional teams, helping them with scheduling, organizing resources, and following up on key actions.
   
8. Confidentiality and Discretion:Handle sensitive information with confidentiality and discretion, particularly in relation to executive-level decisions and company strategy.
   Ensure that all communication, both internal and external, aligns with corporate policies and procedures.
   
9. Stakeholder Management:Act as a liaison between regional executives and internal/external stakeholders, including senior leadership, clients, and business partners.
   Cultivate strong relationships across teams and support executives in maintaining a positive corporate image and reputation.
   
10. Administrative Tasks:Manage office supplies and resources for the regional office, ensuring efficient operations.
    Assist with HR-related tasks such as onboarding new employees, preparing training materials, and maintaining records.
    

Skills & Qualifications:

• Organizational Skills: Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Communication: Excellent written and verbal communication skills, including the ability to compose professional documents and handle correspondence.
• Time Management: Highly skilled at managing multiple schedules and competing priorities for senior executives.
• Technology Proficiency: Comfortable using office productivity tools (e.g., Microsoft Office, Google Workspace, project management tools), and communication platforms (e.g., Zoom, Teams).
• Attention to Detail: Ensuring that all tasks are completed with accuracy and precision.
• Problem-Solving: Ability to anticipate issues and proactively handle challenges before they become problems.
• Interpersonal Skills: Strong interpersonal skills to manage relationships across diverse teams and business functions.
• Experience: Previous experience as an executive assistant or in a similar administrative or support role, preferably with exposure to corporate or regional operations.