Executive Assistant

An Executive Assistant to the General Manager at Xinyx will play a crucial role in supporting the smooth operations and efficiency of the executive office. Their exceptional organizational skills, attention to detail, and ability to handle confidential information will contribute to the success of the General Manager and the entire leadership team. This role offers the opportunity to be a trusted partner, managing administrative tasks, and facilitating communication across the organization.

Job Roles & Responsibilities

• Calendar Management: Manage the General Manager's schedule, appointments, and meetings, ensuring efficient use of time and prioritization of tasks.
• Communication Liaison: Facilitate effective communication between the General Manager and internal and external stakeholders. Handle inquiries, emails, calls, and correspondence on their behalf.
• Meeting Coordination: Arrange, schedule, and prepare materials for meetings, conferences, and presentations. Take meeting minutes and follow up on action items.
• Travel Arrangements: Plan and coordinate travel itineraries, accommodations, transportation, and other logistics for the General Manager's business trips.
• Document Preparation: Draft, edit, and format documents, reports, presentations, and other materials as needed. Ensure accuracy and quality in all written communication.
• Confidentiality: Handle sensitive and confidential information with discretion and professionalism, maintaining the highest level of confidentiality.
• Data Management: Maintain and organize electronic and physical files, records, and documentation for easy access and retrieval.
• Task Prioritization: Assist in prioritizing tasks, deadlines, and projects for the General Manager, ensuring timely completion and effective time management.
• Coordination with Teams: Collaborate with various departments and teams to facilitate communication, resolve issues, and streamline workflows.
• Event Planning: Assist in planning and organizing company events, meetings, and functions, ensuring their successful execution.
• Expense Management: Track, review, and reconcile expense reports, ensuring accuracy and adherence to company policies.
• Relationship Building: Build and maintain positive relationships with internal and external stakeholders, fostering a professional and welcoming environment.
• Special Projects: Support the General Manager on special projects, research tasks, and initiatives that contribute to the company's growth and success.

Qualifications

• Bachelor's degree in Business Administration, Communications, or a related field.
• Proven experience as an Executive Assistant or similar role, preferably supporting C-level executives.
• Excellent organizational skills, attention to detail, and time management abilities.
• Strong written and verbal communication skills, with the ability to communicate effectively with diverse stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management tools.
• Ability to handle confidential information with the utmost discretion and professionalism.
• Proactive problem-solving skills and the ability to anticipate needs and provide solutions.
• Flexibility and adaptability to manage multiple tasks and changing priorities in a fast-paced environment.
• Strong interpersonal skills, with the ability to build rapport and work collaboratively with others.
• Professional demeanor, with the ability to represent the General Manager and the company effectively.

An Executive Assistant to the General Manager at Xinyx will play a crucial role in supporting the smooth operations and efficiency of the executive office. Their exceptional organizational skills, attention to detail, and ability to handle confidential information will contribute to the success of the General Manager and the entire leadership team. This role offers the opportunity to be a trusted partner, managing administrative tasks, and facilitating communication across the organization.

Job Roles & Responsibilities

• Calendar Management: Manage the General Manager's schedule, appointments, and meetings, ensuring efficient use of time and prioritization of tasks.
• Communication Liaison: Facilitate effective communication between the General Manager and internal and external stakeholders. Handle inquiries, emails, calls, and correspondence on their behalf.
• Meeting Coordination: Arrange, schedule, and prepare materials for meetings, conferences, and presentations. Take meeting minutes and follow up on action items.
• Travel Arrangements: Plan and coordinate travel itineraries, accommodations, transportation, and other logistics for the General Manager's business trips.
• Document Preparation: Draft, edit, and format documents, reports, presentations, and other materials as needed. Ensure accuracy and quality in all written communication.
• Confidentiality: Handle sensitive and confidential information with discretion and professionalism, maintaining the highest level of confidentiality.
• Data Management: Maintain and organize electronic and physical files, records, and documentation for easy access and retrieval.
• Task Prioritization: Assist in prioritizing tasks, deadlines, and projects for the General Manager, ensuring timely completion and effective time management.
• Coordination with Teams: Collaborate with various departments and teams to facilitate communication, resolve issues, and streamline workflows.
• Event Planning: Assist in planning and organizing company events, meetings, and functions, ensuring their successful execution.
• Expense Management: Track, review, and reconcile expense reports, ensuring accuracy and adherence to company policies.
• Relationship Building: Build and maintain positive relationships with internal and external stakeholders, fostering a professional and welcoming environment.
• Special Projects: Support the General Manager on special projects, research tasks, and initiatives that contribute to the company's growth and success.

Qualifications

• Bachelor's degree in Business Administration, Communications, or a related field.
• Proven experience as an Executive Assistant or similar role, preferably supporting C-level executives.
• Excellent organizational skills, attention to detail, and time management abilities.
• Strong written and verbal communication skills, with the ability to communicate effectively with diverse stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management tools.
• Ability to handle confidential information with the utmost discretion and professionalism.
• Proactive problem-solving skills and the ability to anticipate needs and provide solutions.
• Flexibility and adaptability to manage multiple tasks and changing priorities in a fast-paced environment.
• Strong interpersonal skills, with the ability to build rapport and work collaboratively with others.
• Professional demeanor, with the ability to represent the General Manager and the company effectively.