Our Executive Assistant is the Focus Global leadership team’s partner in driving the company towards success through high-level administrative support and project management — as point liaison between Executives and other cross-functional, multifaceted business teams.
As our Executive Assistant, you are a problem solver with a self-starter attitude: adapts to a dynamic work environment, anticipates change, and creates solutions that build our team up for success. You are a workflow guru: strategically plans long-term and is constantly on the lookout for tools that drive efficiency and productivity. You are an independent thinker who moves proactively and thinks on your feet!
What you will be doing:
- Calendar Management
- Work hand in glove with the Executive Team in managing the overall and individual calendars by scheduling daily and key meetings with smart prioritization.
- The individual must have the level of confidence to speak with people of different levels to guarantee proper organization of schedules in relation to the Executive Team.
- Travel Management
- Set up domestic and international travel arrangements for official business trips, process required visas, payments, travel costing and undertaking, fund allocation and expense liquidation, make necessary reservations for accommodations and/or car rentals, and review travel itineraries to ensure all trip objectives are on course
- Conduct in-depth comparative analysis of different flight options and essential travel costs to identify the most cost-effective and efficient travel solutions in relation to the preferences of the Executive Team.
- Leasing Management
- Draft and conduct comprehensive reviews of contract terms, conditions, and clauses to verify that all agreements are in compliance with applicable laws, regulations, and other agreed upon terms.
- Utilize Microsoft Excel and Google Sheets with advanced proficiency of various formulas, functions, and data manipulation techniques to conduct comprehensive rental analysis.
- Develop and implement an organized filing system to efficiently manage both physical and digital documents.
- Events
- Prepare all planning and logistical needs for the Executive team’s upcoming business activities including internal and external meetings, training, site visits, and other non-corporate affairs and events.
- Take charge of overseeing all aspects of events, demonstrating exceptional organizational skills to ensure seamless execution and achievement of planned objectives.
- Ensures proper communication especially with third party vendors, VIPs, and other personnel.
- Knowledge of Canva and google forms is a plus! (i.e. event registration, QR codes, and other necessary materials needed in an event)
- Management of Special Projects
- Provide full support to the Executives and take ownership of administrative & clerical requests, be on top of timelines, proactively track milestones & goals, secure resources needed in all project stages of corporate activities, collaborate with cross-functional teams, and other ad hoc tasks.
- Research
- Conduct research, gather relevant information, and strategically identify & present key data or recommendations to support objectives of the internal leadership team
- File management
- Safekeep files with confidential information such as legal compliances, travel requirements, and financial documents and handle high-level business knowledge with integrity, sensitivity, and transparency
What will set you up for success:
- At least three to five (3-5) years of work experience in the same capacity, with specific exposure to project management, administrative tasks, and stakeholder management
- High proficiency in using Google Business Suite (Calendar, Docs, Sheets, Slides, and Forms) and Excel
- A fast learner: an individual who can quickly grasp new concepts, technologies, and processes relevant to the role. The ability to adapt to changing work environments, learn new skills efficiently, and apply them effectively is essential.
- Flexible in a growing corporate environment: can ask the right questions and shift gears with professionalism and integrity
- A pro at organization and efficiency: an innovator who can make the most out of available tools and technology to boost team productivity
- A confident communicator: can engage with professionals from all levels, from internal stakeholders to top executives and high-profile personalities or expatriates
- Believes in radical candor - everyone in FGI is empowered to speak their mind and constantly share feedback!