About the job
As an Exco Assistant (EA) for the Executive Directors (Exco) of the company, you will provide comprehensive administrative and organizational support to ensure the smooth functioning of their day-to-day activities. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to handle sensitive information. The primary focus of the role is to be central to a culture shift in Muve’s meetings, making meetings work more efficiently.
Responsibilities
- Attend meetings, take accurate minutes and action items, and distribute them in a timely manner.
- Follow up on action items discussed in meetings, ensuring timely completion and submission.
- Prepare meeting agendas, documents, and presentations for a subset of internal and external meetings. Calendar and Schedule Management:
- Coordinate with internal and external stakeholders to ensure all meetings and appointments are scheduled efficiently.
- Remind the Exco Directors of upcoming commitments and deadlines. Communication and Correspondence:
- Draft, review, and proofread emails, letters, reports, and other documents as needed. Travel and Logistics:
- Arrange travel itineraries, including flights, accommodation, transportation, and visa arrangements.
- Coordinate logistics for off-site meetings, conferences, and events. Information Management:
- Organize and maintain physical and electronic files, ensuring easy access and confidentiality.
- Build and maintain professional relationships with key stakeholders within the business
- Liaise with other departments, team members, and external partners to facilitate effective communication and collaboration.
- Handle requests and inquiries from employees, clients, and other external parties.
Qualifications and Requirements
- Proven experience as an Executive or Personal Assistant or similar role supporting senior executives.
- Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
- Strong written and verbal communication skills, with exceptional attention to detail.
- Proficiency in using productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Planner)
- Discretion and ability to handle confidential information with integrity.
- Adaptability, flexibility, and a proactive approach to problem-solving.
- Professional demeanour, excellent interpersonal skills, and ability to work well with diverse personalities.
- Working Hours: Business working hours will be from 13.30 hrs to 22.00 hrs (April to October) and 14.30 hrs to 23.00 hrs (November to March). Working timings, schedules and shifts may vary from time to time based on requirements and depending upon exigencies of business.
- Place of work: Your place of work will be at our head office in Jubilee Post, Nugegoda
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