Executive Assistant at Gap Recruitment Services Limited

Job Purpose:

The Executive Assistant/Office Coordinator will provide comprehensive executive and administrative support to the CEO’s office while managing front office operations to ensure customer satisfaction. This role will involve coordinating the CEO’s activities, supporting high-level meetings, and handling daily office operations to maintain a professional and organized working environment.

Key Responsibilities:

• Manage the CEOs daily administrative tasks, including an active calendar of appointments, itineraries, agendas, and meeting documents.
• Prepare and organize reports, documents, and presentations for CEO meetings and engagements.
• Handle confidential information with professionalism and discretion.
• Coordinate meetings and communications with internal and external stakeholders on behalf of the CEO.
• Assist the CEO in external commitments, including attending high-level meetings.
• Answer phone calls, handle inquiries, and manage visitor sign-ins.
• Handle deliveries and provide general administrative support.
• Schedule and organize office events, meetings, and conferences.
• Manage the reception area and ensure the office remains clean and orderly.
• Oversee support staff responsibilities and arrange necessary office repairs.
• Provide logistical support for project presentations in boardrooms and meetings.
• Maintain the office calendar and track essential administrative logs.
• Ensure office compliance with Fire, Health, and Safety standards.
• Perform general office duties such as data entry, filing, document management, and reporting.
• Handle any other tasks assigned as necessary.

Qualifications and Skills:

• Bachelors Degree in Business Administration or a related field.
• 3+ years of proven experience in a similar role supporting a CEO/MD, preferably as an Executive Assistant or Office Coordinator.
• Strong communication and interpersonal skills, with the ability to build relationships across diverse backgrounds.
• Excellent customer service orientation and problem-solving abilities.
• Strong organizational and multitasking skills, with attention to detail and the ability to prioritize work.
• Proficiency in basic computer applications (word processing, spreadsheets, email, and internet).
• Professional appearance and discretion when handling sensitive information.
• Knowledge of local office practices, customs, and privacy regulations is a plus.