Executive Administrative Assistant

Job Summary

The Executive and Administrative Assistant is a primary point of contact between the executive,
internal and external stakeholders that provides administrative support to senior executives,
enabling them to focus on strategic decision-making and organizational leadership. This role
involves managing the executive’s calendar, coordinating meetings, travel arrangements, handling
correspondence, and overseeing various office support functions to ensure smooth day-to-day
operations.

Key Roles and Responsibilities
• Manage scheduling for company executive(s) including but not limited to Board Meetings,
Annual Stockholders Meeting, Committee and Alignment meetings.
• Organize and prepare for internal and external high-level meetings, including gathering
documents and attending to logistics of meetings
• Preparation of Executive presentation, correspondence and minutes of meetings.
• Answer and respond to phone calls, communicate messages and information to the
executive
• Process administrative documentation requirements and maintain various records for
company executive(s).
• Design and establish the company’s corporate governance framework, quality
management system, ensuring compliance with legal, regulatory, and best practice
standards.
• Create and review legal documents including but not limited to consultancy, partner and
retainer contracts
• Coordinate legal requirements and concerns with appointed corporate legal counsel
• Responsible for inventory, purchase, replenishment and issuance of office supplies;
• Maintain supplies inventory by checking stock to determine inventory level, anticipating
needed supplies, placing, expediting orders for supplies and verifying receipt of supplies;
• Responsible for application and renewal of insurances, Business, Fire and Sanitary
permits, and contracts for Trion facilities
• Ensure operation of equipment by completing preventive maintenance requirements,
calling for repairs, maintaining equipment inventories and evaluating new equipment &
techniques;
• Process Visa Application and travel arrangements

Knowledge, Skills, Abilities:

• Good strategic thinking, analytical and problem-solving skills
• Keen to details
• Excellent organizational, multi-tasking skills and a team player
• Effective time management skills
• With excellent writing and communication skills, with pleasing personality
• Highly resourceful and dependable
• Proficient in the use of Microsoft Office operations (Microsoft Excel, Word, PowerPoint)