Executive assistant to director

Role Overview: We are looking for a highly organized and proactive Executive Assistant to Director's to support executive-level operations efficiently. The ideal candidate will manage administrative, business, and personal tasks, ensuring smooth workflow and seamless coordination across teams, suppliers, and stakeholders. This role requires strong problem-solving abilities, discretion, and a keen eye for detail. Key Responsibilities: Business & Operational Support - Handle all new supplier communication and product onboarding processes. - Assign, coordinate, and update task lists with internal and external teams to ensure timely execution. - Conduct business inquiries, surveys, market research, and data collection for strategic decision-making. - Prepare, manage, and organize databases, filing systems, and records for easy retrieval and reference. - Draft and maintain costing sheets, reports, SOPs, presentations, and official correspondence . Customer & Stakeholder Management - Act as a first point of contact for callers, responding to emails and phone calls, forwarding messages, or flagging critical issues for the Director’s attention. - Handle customer complaints and grievances , ensuring prompt resolution and customer satisfaction. - Assist in managing key business relationships , including vendors, clients, and regulatory authorities. Logistics & Travel Coordination - Manage shipments, travel arrangements, transport, and accommodation for the Director and relevant stakeholders. - Organize meetings, conferences, and events, ensuring seamless execution. - Maintain and update the Director’s calendar, appointments, and meeting schedules while managing access effectively. Administrative & Strategic Support - Implement and maintain administrative procedures and operational systems for efficiency. - Monitor deadlines, follow up on pending tasks, and ensure seamless execution of priority assignments. - Assist with financial tasks such as budget tracking, vendor payments, invoice management, and liaising with accountants for tax-related activities . Personal Assistance & Miscellaneous Tasks - Handle property management, home fixtures & supplies, personal appointments, quotation requests and other ad-hoc personal tasks as assigned by the Director. Required Skills & Competencies: • Discretion and Trustworthiness: Ability to handle confidential and sensitive information with integrity. • Problem-Solving & Initiative: Independently figure out and execute new and complex tasks efficiently. • Communication Skills: Strong verbal and written communication for interacting with stakeholders at all levels. • Organizational & Multitasking Ability: Exceptional ability to manage multiple priorities, deadlines, and projects. • Excel Proficiency: Advanced skills in Microsoft Excel , including data analysis, pivot tables, and reports. • Negotiation & Vendor Management: Expert negotiator with the ability to drive cost savings and favorable business deals. • Flexibility & Adaptability: Ability to work in a fast-paced environment with shifting priorities. • Tact & Diplomacy: Professionalism in handling sensitive discussions and high-profile stakeholders. • Tech-Savvy: Proficiency in standard software packages (MS Office, Power Point, Zoho, Google Suite, etc.) and the ability to learn company-specific tools. Preferred Qualifications & Experience: • Bachelor’s degree in Business Administration, Management, or a related field (preferred). • 2-5 years of experience in a similar executive or personal assistant role. • Prior experience working with e-commerce & retail is a plus.