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, PowerPoint, 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.