Executive and Administrative Assistant

Job Title: Executive & Administrative Assistant

Job Summary
The Executive and Administrative Assistant serves as a primary point of contact between the executive team and internal/external stakeholders. This role provides high-level administrative support to senior executives, ensuring smooth day-to-day operations by managing calendars, coordinating meetings, arranging travel, handling correspondence, and overseeing office functions.

Key Roles and Responsibilities:
Manage scheduling for company executives, including Board Meetings, Annual Stockholders Meetings, and other key events.
Organize and prepare for internal and external high-level meetings, including document preparation and logistics coordination.
Prepare executive presentations, correspondence, and meeting minutes.
Handle phone calls, messages, and communications on behalf of executives.
Process administrative documentation and maintain various records for company executives.
Develop and maintain the company’s corporate governance framework and quality management system, ensuring compliance with legal and regulatory standards.
Draft and review legal documents such as consultancy, partner, and retainer contracts.
Coordinate legal matters with appointed corporate legal counsel.
Oversee inventory, procurement, and distribution of office supplies.
Manage applications and renewals for business permits, insurances, and facility contracts.
Ensure office equipment remains operational through preventive maintenance and repairs.
Handle visa applications and travel arrangements for executives.
Comply with company safety, health regulations, and operating procedures.
Develop and implement policies, systems, and procedures within the assigned scope.
Maintain confidentiality and protect company intellectual property.
Perform other duties as assigned by the immediate supervisor.

Qualifications
Education:
Bachelor's degree in a business-related field.

Experience:
Minimum of five (5) years of relevant experience in a similar role.

Skills & Competencies:
Strong strategic thinking, analytical, and problem-solving skills.
Keen attention to detail.
Excellent organizational and multi-tasking abilities.
Effective time management skills.
Strong written and verbal communication skills with a professional demeanor.
Highly resourceful, dependable, and a team player.
Proficient in Microsoft Office Suite (Excel, Word, PowerPoint).
Internal & External Stakeholders
Internal: C-Level executives, department heads, managers, and employees of Trion Group of Companies.
External: Clients, vendors, consultants, and local government units.

Salary Range: 35,000 - 45,000