Executive Assistant

The Executive Assistant provides high-level administrative support to Senior Management of White Swan Data. The role requires exceptional organisational skills, strong attention to detail, and the ability to handle sensitive and confidential information with discretion. The Executive Assistant acts as a primary point of contact, manages schedules, coordinates meetings and events, and assists in various administrative tasks to ensure the smooth operation of the executive office. Calendar Management: Maintain and organise executive calendars including different time zones, schedule appointments, and coordinate meetings, ensuring optimal time management. Proactively anticipate conflicts and resolve scheduling issues to ensure efficient use of time. Travel and Logistics Coordination: Arrange and coordinate travel itineraries, including flights, accommodations, ground transportation, and visa processing as needed. Collaborate with conference hosts to optimise company positioning and business outcomes. Prepare detailed travel and meeting agendas, compile necessary documents, and provide executives with relevant information for their trips. Oversee international company events to guarantee seamless execution and elevate brand reputation on a global stage. Communication and Correspondence: Screen and prioritise incoming calls, emails, and other communications for executives, responding or redirecting as appropriate. Draft, proof-read, and edit correspondence, presentations, reports, and other documents. Maintain effective communication channels between the Owner and internal/external stakeholders within the business. Information Management and Documentation: Manage and maintain confidential files, records, and documents, ensuring they are accurately organised and readily accessible. Assist in the preparation and distribution of meeting agendas, materials, and follow-up documentation. Relationship Management: Build and maintain positive working relationships with internal and external stakeholders. Serve as a liaison between executives and various departments, coordinating and facilitating communication and collaboration. Efficiently prioritized and executed time-critical, ad-hoc tasks under tight turnaround windows. Proven experience as an Executive Assistant supporting senior management. Excellent organisational and time management skills, with the ability to prioritize and multitask effectively. Strong verbal and written communication skills, with exceptional attention to detail and accuracy. Proficient in using productivity tools and software. Demonstrated high flexibility and commitment by supporting time-sensitive deliverables and critical events outside core hours. Discretion and confidentiality when dealing with sensitive information. Ability to work independently and collaboratively in a fast-paced, dynamic environment. Strong problem-solving and decision-making skills. Professionalism, poise, and the ability to represent the organisation with integrity.