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Executive Assistant

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Job Summary

We are seeking a highly organized and proactive Executive Assistant to support senior leadership and ensure smooth day-to-day operations. The ideal candidate has strong experience using Microsoft Office Suite, managing schedules, following up on projects, handling documentation and filing, and communicating professionally across teams. This role requires excellent attention to detail, time management, and the ability to work efficiently during US business hours.

Key Responsibilities

  • Manage calendars, meetings, and appointments for executives
  • Coordinate emails, follow-ups, and internal/external communications
  • Track project timelines and follow up with stakeholders on deliverables
  • Prepare reports, presentations, meeting notes, and documentation
  • Organize and maintain digital and physical filing systems
  • Handle data entry, document management, and records maintenance
  • Assist with travel arrangements and expense tracking when needed
  • Support administrative tasks and special projects assigned by management
  • Ensure confidentiality of sensitive company and executive information
  • Collaborate with cross-functional teams to maintain workflow efficiency

Qualifications

  • Proven experience as an Executive Assistant, Administrative Assistant, or similar role
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Excellent organizational and multitasking skills
  • Strong verbal and written English communication skills
  • Experience with project coordination and task follow-ups
  • Ability to prioritize tasks and meet deadlines independently
  • High attention to detail and accuracy in filing and documentation
  • Comfortable working during US business hours
  • Experience using collaboration and productivity tools is a plus (Teams, Zoom, Slack, Google Workspace, etc.)

Preferred Skills

  • Experience supporting US-based executives or clients
  • Knowledge of administrative procedures and office management systems
  • Basic reporting and spreadsheet management skills
  • Professional and proactive work attitude

 

Due to the volume of applications, we regret only shortlisted candidates will be notified. Candidates will only be contacted by authorised Flat Planet recruiters via the firm’s business contact number or business email address.

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