Executive Assistant
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Job Description
Executive Assistant providing strategic administrative support for the Executive Director at HOT. Managing scheduling, communications, and organizational tasks in a remote environment.
Responsibilities:
- Manage the Executive Director's diary, scheduling and prioritising meetings, appointments, and travel arrangements including visas, itineraries, accommodation, and transfers;
- Screen and manage incoming correspondence including, emails and selected written communications on behalf of the Executive Director;
- In collaboration with the Comms team, prepare and review briefing notes, presentations, and other communications to a high standard ensuring tone, accuracy, and professionalism on behalf of the Executive Director;
- Maintain effective communication between the Executive Director and cross-functional teams, ensuring timely information flow;
- Support with prioritisation and communication across the organisation
- Handle confidential and sensitive information with absolute discretion at all times;
- Review and approve monthly timesheets for all direct reports of the Executive Director; alongside other administrative tasks including Expenses.
- Organise and coordinate internal and external meetings, including leadership meetings and/or external engagements;
- Prepare agendas, compile meeting and conference packs, presentations, and circulate documents in advance;
- Attend meetings on behalf of the Executive Director as required, take accurate minutes, and track agreed actions to completion;
- Coordinate logistics for events, workshops, and external engagements involving the Executive Director;
- Support the Executive Director in tracking progress against strategic priorities and key deliverables
- Coordinate cross-functional follow-ups on behalf of the Executive Director, ensuring accountability and timely delivery
- Assist in the preparation of board papers, monthly all-hands staff updates (Leadership corner) and organisational documents as required. in collaboration with the Ops team.
- Research and prepare draft talking points and slide decks using Google Slide for internal and external meetings;
Requirements:
- Proven experience in an executive assistant, personal assistant, or senior secretarial role supporting C-suite or senior leadership
- Minimum of 2-3 years hands-on experience
- Exceptional written and verbal communication skills in English
- Strong organisational and time management skills with the ability to manage multiple priorities simultaneously, and coordinate across timezones
- Proficiency in G-Suite (Google Docs, Slides, Sheets) and aptitude to pick up virtual collaboration tools (Zoom, Teams, Miro, Google Workspace, Asana, Egencia, Neon-One, etc);
- Ability to work independently, use initiative, and remain calm under pressure;
- High level of discretion, professionalism, and confidentiality;
- Strong attention to detail and commitment to accuracy;
- Ability to work independently with minimal supervision;
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