Executive Assistant at Oza Holdings

• As an Executive Assistant, you will be responsible for providing proactive, high-level administrative and business support to senior leadership. The ideal candidate is highly organized, detail oriented, discreet, proactive, and capable of handling a wide range of responsibilities in a fast-paced environment

Key Responsibilities:

• Executive Support:
• Provide comprehensive support to C-suite or senior executives, including scheduling, drafting agendas, taking minutes, and following up on action items to ensure timely completion of deliverables
• Documentation & Correspondence:
• Prepare, proofread, and edit a wide range of materials, such as correspondence, reports, and presentations, ensuring accuracy, clarity, and a professional standard
• Project Coordination:
• Lead and assist in the coordination of key internal and external projects, managing timelines, budgets, and stakeholders, while ensuring that priorities are aligned and executed efficiently
• Communication Management:
• Serve as the primary point of contact between executives and internal/external stakeholders, ensuring prompt responses, follow-ups, and that all communication is aligned with the organization’s priorities
• Event and Meeting facilitation:
• Plan and organize company-wide meetings, events, and team-building activities, ensuring all logistics, catering, and materials are arranged and aligned with business objectives
• Operations and Process Improvement:
• Identify areas of operational inefficiency and support the development and implementation of processes or systems to optimize workflows, improve team productivity, and streamline administrative tasks
• Financial Administration Support:
• Assist with budget tracking, processing invoices, and maintaining expense reports, ensuring compliance with company policies
• Travel and Logistics:
• Arrange complex travel itineraries, ensuring seamless travel experiences for the leadership team. This includes managing bookings, ensuring compliance with travel budgets, and troubleshooting issues as they arise
• Cross-Functional Collaboration:
• Work closely with other departments (e.g., HR, Finance, Operations etc) to coordinate initiatives, share relevant information, and ensure alignment on cross-functional priorities
• Confidentiality and Discretion:
• Handle sensitive and confidential information with discretion and professionalism, ensuring that all communications and actions are aligned with company confidentiality standards

Minimum Requirements:

• Bachelor’s degree or equivalent experience in a relevant field (e.g., Business Administration, Communications)
• A minimum of 5 years of experience in an executive assistant, administrative, or similar support role, ideally within a fast-paced, business-focused environment
• Exceptional organizational and time management skills, with the ability to prioritize competing demands and meet tight deadlines
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Strong verbal and written communication skills, with the ability to interact with senior leadership and stakeholders at all levels
• Critical thinking and problem-solving abilities, with a proactive approach to managing challenges and ambiguity
• Strong skills in data analysis, reporting, and compiling business-related presentations and documents