SATIC - Executive support (Virtual assistant)

The Executive Support Senior Associate is entrusted with delivering high-level administrative support to partners and directors within the territory. The role ensures proficient management of core executive support duties, optimizing stakeholder engagement, diary management, travel orchestration, and comprehensive event planning, while ensuring feedback is used constructively for continuous improvement in service excellence. Experienced and dependable Senior Associate with a proven track record of contributing to complex projects and driving operational excellence. Skilled in cross-functional collaboration, mentoring junior team members, and aligning work with broader strategic goals.

Qualifications / Certifications required: 

• Education: A bachelor’s degree focused on fields like Business Administration or similar.

• Diploma/ Certification: Diplomas in Office Management or Business Management. 

• Certificates in business operations or executive secretarial studies. 

Experience and competencies required: 

• A minimum of 5-7 years of experience in executive support, administrative roles, or virtual assistance, with progressive responsibility. 

• Prior experience working directly with senior executives  

• Experience handling organizational changes  

• Experience in identifying problems and implementing effective solutions in a fast-paced environment. 

Responsibilities of role: 

These responsibilities emphasize ownership, independent problem-solving, leadership, continuous improvement, and supporting/mentoring junior team members. 

Stakeholder Engagement and Support: 

• Maintain and strengthen relationships through effective meeting scheduling and attendance. 

• Facilitate and document productive stakeholder interactions, ensuring transparency on action items. 

• Proactively prepare partners and directors for upcoming commitments, navigating any technological challenges with skilled guidance. 

• Serve as a change agent, facilitating smooth transitions with new technology setups and in-depth Q&A support. 

Diary Management: 

• Execute seamless coordination of complex internal and external meetings, including logistical elements such as venue selection and catering. 

• Ensure meticulous pre-meeting preparation with precise documentation. 

• Administer attendance and acceptance tracking; adeptly manage rescheduling and conflict resolution. 

• Secure time allocations that align with strategic priorities of partners and directors. 

Travel Coordination: 

• Accurately delineate and validate travel necessities in collaboration with partners and directors. 

• Conduct thorough research to present optimal travel solutions and manage end-to-end bookings, itinerary detailing, and transfer arrangements. 

• Ensure compliance and readiness by overseeing visa and entry prerequisites promptly. 

Document Management: 

• Lead the creation of high-impact presentations and essential documents, maintaining brand standards. 

• Expertly prepare comprehensive meeting notes and agendas; manage sensitive document endorsements. 

• Liaise with and leverage offshore design teams for expansive, impactful slide decks. 

Event Coordination: 

• Spearhead end-to-end organization of high-stakes events, offering expert-level support for large gatherings. 

• Implement logistical planning including venue procurement, guest management, and adherence to allocated budgets. 

• Maintain active engagement with external stakeholders, ensuring all event elements are executed seamlessly. 

Salesforce and Relationship Management: 

• Conduct proactive research on existing client relationships. 

• Oversee accurate input and management of client contacts within Salesforce, supporting strategic campaigns. 

Expense Management 

• The accurate capture, reconciliation, and submission of stakeholder expenses in line with company policy, ensuring all claims are processed timeously, supported by appropriate documentation, and approved without delays 

Timesheet Management 

• The coordination and tracking of stakeholder timesheet completion, ensuring accurate and timely submission of working hours in relevant systems, and proactively following up to support compliance with internal deadlines and reporting requirements. 

Reporting and Feedback: 

• Generate detailed weekly activity reports for partners and directors, capturing progress and achievements. 

• Procure and analyze stakeholder feedback systematically to inform service enhancements. 

Desirable skill sets include: 

• Technical Proficiency: Advanced mastery of the Microsoft Office Suite (with emphasis on Excel), Google Workspace, and other sophisticated administrative technologies. 

• Organizational Skills: Exemplary abilities in planning, time management, and complex problem-solving for managing multifaceted responsibilities. 

• Communication Skills: Superior written and verbal communication capabilities for effective interaction across all levels of the organization. 

• Business Acumen: Well-developed understanding of business structures, advanced office administration, and report generation. 

• Professionalism and Confidentiality: Uphold and navigate team dynamics with integrity, ensuring unwavering trust with partners and directors. 

• Active Listening and Empathy: Expert ability to attentively engage and empathetically respond to stakeholder needs. 

• Analytical and Strategic Thinking: Critical analysis skills that support problem-solving and strategic decision-making. 

• Inclusion and Relationship Building: Build inclusive environments and foster diverse, trustworthy professional networks. 

• Professional Behaviours and Etiquette: Demonstrates respectful, professional conduct and appropriate workplace etiquette in all interactions. 

Role related attributes: 

• Detail-oriented and results-driven 

• Proactive and solution-focused 

• Comfortable working with ambiguity and managing change 

• Culturally competent with a global mindset 

• High integrity and professional accountability 

• Inclusion: Foster a diverse and inclusive work environment. 

• Relationship Building: Ability to cultivate strong, trusted professional connections. 

• Flexibility and Adaptability: Agile in adapting to evolving organizational needs and priorities. 

• Creative Problem Solver: Innovative thinker capable of delivering exceptional solutions and service quality. 

• Well-Being Advocator: Promote team energy and personal well-being for sustained high performance. 

• Executive Presence and Professional Judgement: Demonstrates sound judgement, professional conduct and appropriate workplace etiquette, building trust, credibility, and positive stakeholder relationships.