[Hiring] Executive Assistant @Scale-X Solutions

Role Description

We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide high-level administrative and operational support to senior executives. The successful candidate will manage executive calendars, coordinate meetings and travel, prepare reports and presentations, oversee communications, and assist with business operations and special projects.

The ideal candidate is an exceptional multitasker with outstanding communication skills, strong attention to detail, and the ability to anticipate the needs of executives while maintaining confidentiality and professionalism.

Key Responsibilities

• Executive Support
  • Manage complex calendars, appointments, and meeting schedules for senior executives.
  • Coordinate internal and external meetings, including preparing agendas, meeting packs, and minutes.
  • Screen and prioritize emails, phone calls, and correspondence.
  • Draft professional emails, reports, presentations, and business documents.
  • Manage executive travel arrangements, accommodation, and itineraries.
  • Track action items and ensure timely follow-up on key deliverables.
• Administrative Management
  • Maintain organized filing systems for both digital and physical documents.
  • Prepare contracts, proposals, reports, and confidential business correspondence.
  • Coordinate document approvals and signatures.
  • Manage office supplies and administrative resources where required.
  • Assist with expense reporting and reimbursement processes.
• Project Coordination
  • Assist in planning and coordinating business projects and initiatives.
  • Monitor project timelines, deliverables, and milestones.
  • Coordinate with internal teams and external stakeholders to ensure project deadlines are met.
  • Prepare project status reports and executive summaries.
  • Support process improvement initiatives across the organization.
• Business Development Support
  • Maintain CRM databases and client contact records.
  • Schedule client meetings and follow-up activities.
  • Assist with proposal preparation and presentation materials.
  • Coordinate networking events, conferences, and business development activities.
  • Track business opportunities and maintain sales pipeline updates.
• Communication & Stakeholder Management
  • Serve as a key point of contact between executives and internal/external stakeholders.
  • Build and maintain strong relationships with clients, suppliers, and business partners.
  • Coordinate communication across departments.
  • Handle confidential and sensitive information with discretion.
• Reporting & Data Management
  • Prepare weekly, monthly, and quarterly reports.
  • Compile business performance metrics and dashboards.
  • Conduct research and gather information for executive decision-making.
  • Analyze data and prepare presentations for management meetings.
• Financial & Operational Support
  • Assist with budget tracking and expense management.
  • Coordinate invoice approvals and purchase orders.
  • Support finance with administrative tasks as required.
  • Assist in monitoring operational KPIs and business performance metrics.
• HR & Office Support
  • Assist with onboarding and offboarding activities.
  • Coordinate staff training schedules and company events.
  • Maintain employee records and administrative documentation.
  • Support HR with recruitment scheduling and interview coordination.
  • Help manage company policies and compliance documentation.

Qualifications

• Bachelor's degree in Business Administration, Management, Communications, or a related field (preferred).
• Minimum of 2–5 years of experience as an Executive Assistant, Personal Assistant, Office Manager, or similar administrative role.
• Experience supporting C-level executives or senior leadership.
• Excellent written and verbal communication skills.
• Strong organizational, planning, and time management abilities.
• High level of professionalism, discretion, and confidentiality.
• Ability to prioritize competing tasks in a fast-paced environment.

Preferred Qualifications

• Experience in construction, engineering, professional services, or consulting industries.
• Experience working in a remote or hybrid work environment.
• Familiarity with CRM systems and project management software.
• Experience supporting business development initiatives.

Technical Skills

• Office & Productivity
  • Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Microsoft Teams
  • SharePoint
  • Google Workspace (Docs, Sheets, Drive)
• Business Systems
  • CRM familiarity
  • Canva good to have efficiency
• Administrative Skills
  • Calendar Management
  • Document Management
  • Travel Coordination
  • Meeting Coordination
  • Report Preparation
  • Data Entry
  • Expense Management

Key Competencies

• Executive Support
• Organizational & Time Management
• Communication & Interpersonal Skills
• Attention to Detail
• Problem-Solving
• Initiative & Proactiveness
• Multitasking
• Stakeholder Management
• Project Coordination
• Confidentiality & Integrity
• Adaptability
• Critical Thinking
• Customer Service