About this role
- The Executive Assistant provides high-level administrative support to Senior Management of White Swan Data.
- The role requires exceptional organisational skills, strong attention to detail, and the ability to handle sensitive and confidential information with discretion.
- The Executive Assistant acts as a primary point of contact, manages schedules, coordinates meetings and events, and assists in various administrative tasks to ensure the smooth operation of the executive office.
- Calendar Management: Maintain and organise executive calendars including different time zones, schedule appointments, and coordinate meetings, ensuring optimal time management.
- Proactively anticipate conflicts and resolve scheduling issues to ensure efficient use of time.
- Travel and Logistics Coordination: Arrange and coordinate travel itineraries, including flights, accommodations, ground transportation, and visa processing as needed.
- Collaborate with conference hosts to optimise company positioning and business outcomes.
- Prepare detailed travel and meeting agendas, compile necessary documents, and provide executives with relevant information for their trips.
- Oversee international company events to guarantee seamless execution and elevate brand reputation on a global stage.
- Communication and Correspondence: Screen and prioritise incoming calls, emails, and other communications for executives, responding or redirecting as appropriate.
- Draft, proof-read, and edit correspondence, presentations, reports, and other documents.
- Maintain effective communication channels between the Owner and internal/external stakeholders within the business.
- Information Management and Documentation: Manage and maintain confidential files, records, and documents, ensuring they are accurately organised and readily accessible.
- Assist in the preparation and distribution of meeting agendas, materials, and follow-up documentation.
- Relationship Management: Build and maintain positive working relationships with internal and external stakeholders.
- Serve as a liaison between executives and various departments, coordinating and facilitating communication and collaboration.
- Efficiently prioritized and executed time-critical, ad-hoc tasks under tight turnaround windows.