Executive Assistant at Vivo Fashion Group

Job Purpose

The Executive Assistant will provide essential support to the CEO, ensuring smooth day-to-day operations while managing both corporate and personal responsibilities with professionalism and discretion. This role involves handling complex administrative tasks, such as managing travel, scheduling, hosting guests, and coordinating key meetings for the CEO and senior leadership. Additionally, the Executive Assistant will play a vital role in preparing for executive and board meetings, supporting strategic projects, tracking KPIs, and conducting analyses. This position requires foresight, critical thinking, and problem-solving abilities, offering an exceptional opportunity for professional growth and broad exposure to business operations.

Key Responsibilities

• Provide comprehensive executive support to the CEO, managing a high-volume calendar, completing expense reports, handling confidential correspondence, arranging complex travel plans, and preparing documents for travel-related meetings.
• Oversee stakeholder engagement, maintaining a contact database, coordinating follow-ups, and managing executive communications with clients, vendors, and other external stakeholders.
• Handle administrative support tasks, including ordering office supplies, managing office equipment, overseeing the CEO's subscriptions and memberships, and handling personal tasks with confidentiality.
• Serve as the main point of contact for the CEO, facilitating communication with both internal teams and external stakeholders on matters requiring the CEO’s attention.
• Manage data and documentation, ensuring files are organized, up-to-date, and accessible for decision-making.
• Record meeting minutes and track action items during CEO meetings, ensuring follow-up on key tasks and initiatives.

Qualifications & Experience

• Bachelor's Degree in Business Administration, Business Communication or any other relevant field
• Minimum of 2 years of experience in a mid-size company and similar role (worked for top management)
• Exposure to growth or dynamic environment 
• Proficiency in Microsoft Office Suite and other relevant tools/software.
• Exceptional written and verbal communication skills