Executive Assistant responsibilities

·        Provide calendar management for President & MD.

·        Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.

·        Complete a broad variety of administrative tasks that facilitate the President & MD’s ability to effectively lead the organization, including:

·        assisting with special projects;

·        designing and producing complex documents, reports, and presentations; composing and preparing correspondence;

·        collecting and preparing information for meetings with staff and outside parties;

·        maintaining contact database;

·        making travel arrangements; and completing expense reports.

·        Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the President & MD, including those of a highly confidential or critical nature.

·        Work closely with the President & MD to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

·        Coordinate all Executive Team meetings and assist with staff meetings and events as needed.

·        Provide a bridge for smooth communication between the President & MD and team, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.

70%

General Office Administration

·        Supervise general office administration, such as

·        Selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.

·        Liaison with vendors such as car rental, hotels, IT & telecommunication service providers to ensure efficient and cost effective services. 

·        Negotiation of service contracts in line with GIPL’s requirement.

·        Management of efficient delivery of housekeeping, security, stationery supply, pantry supply, IT consumables and courier services. 

·        Maintenance of all Office infrastructure and equipment, timely renewal of AMC’s

·        Prepare admin budget recommendations.

·        Provide event management support as requested.

·        Provide logistical support to visiting GATX senior leadership personnel

30%