Executive Assistant Intern / Trainee Full Time

Job Description:

We are seeking a proactive and highly organized Executive Assistant to support the CEO in a dynamic, fast-paced environment. The ideal candidate will have strong communication, organizational, and multitasking skills, with a keen attention to detail. You will be responsible for managing the CEO’s schedule, handling communications, assisting with strategic projects, and providing general administrative support to ensure smooth and efficient operations.

Key Responsibilities

• Managing CEO’s Schedule & Calendar
• Prioritize and coordinate the CEO’s meetings, appointments, and commitments efficiently.
• Handle last-minute changes, conflicts, and rescheduling with minimal disruption.
• Organize and book travel arrangements, including flights, accommodations, and transportation.
• Plan complex meetings, ensuring all participants are aligned and logistics are handled smoothly.
• Managing CEO’s Public Profiles & Communication
• Update and maintain the CEO’s LinkedIn and other public profiles to reflect professional activities and achievements.
• Curate and post relevant content aligned with company goals.
• Manage direct messages and comments, responding appropriately or escalating as needed.
• Promote CEO’s participation in events, media interviews, and professional engagements on social media.
• Analyze engagement metrics and suggest improvements.
• Attending & Scheduling Meetings on Behalf of the CEO
• Schedule meetings while ensuring efficiency and priority alignment.
• Represent the CEO in meetings, take detailed notes, and provide summaries.
• Prepare agendas, track action items, and ensure timely follow-ups.
• General Organizational & Communication Skills
• Manage the CEO’s inbox, filtering important messages and delegating where necessary.
• Draft professional emails, reports, and other communications.
• Maintain structured records, documents, and meeting notes for easy reference.
• Handling Sensitive Information & Confidentiality
• Ensure the highest level of confidentiality in managing sensitive documents and information.
• Follow strict security protocols for internal and external communications.
• Project & Strategic Support
• Assist the CEO in tracking key company projects and ensuring deadlines are met.
• Conduct industry research and provide insights on trends and competitors.
• Prepare board meeting materials, financial reports, and presentations.
• Team Coordination & HR Support
• Serve as a liaison between the CEO and internal teams to ensure clear communication.
• Support HR-related tasks such as performance reviews and recruitment coordination.
• Financial Management & Vendor Coordination
• Handle the CEO’s business expenses and process reimbursements.
• Track office budget and ensure optimal allocation of resources.
• Manage relationships with vendors to ensure service quality.
• Client & Investor Relations
• Ensure professional and timely communication with clients and investors in the CEO’s absence.
• Prepare briefing materials for meetings with key stakeholders.
• Technical Skills & Tool Familiarity
• Utilize scheduling, project management, and communication tools effectively.
• Stay updated with the latest technology to enhance productivity.
• Identify and implement workflow improvements using tech solutions.

Qualifications

• Open to fresh graduates who are interested in pursuing a career as an Executive Assistant or in a similar administrative role.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Good verbal and written communication skills.
• Basic understanding of scheduling, coordinating meetings, and managing calendars (academic or internship experience is acceptable).
• Ability to handle information with confidentiality and professionalism.
• Familiarity with office tools such as Microsoft Office and Google Workspace.
• Exposure to project management tools is an added advantage.
• Basic knowledge of social media platforms, especially LinkedIn, is a plus.

How To Apply

Please send your resume/CV to: hr@gwayit.com or contact us directly at 7200082250.