Zutari: Co-creating an engineered impact.
We co-create engineering solutions that have a positive impact and improve people’s lives. Zutari values inclusion and recognises the importance of a diverse, talented workforce, believing that people need other people to succeed.
What kind of talent do we pursue?
We employ people with the right attitude and a positive mindset, who are motivated by doing the right thing, getting things done and share a sense of urgency. People who have an impact in our teams and broader community. People who think differently and connect with those around them to co-create new opportunities and leave a meaningful legacy.
About the role:
The Executive Assistant will provide high-level administrative and strategic support to the executive, ensuring seamless coordination of daily operations and priorities. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment. The Executive Assistant will be responsible for managing the executive’s calendar, scheduling meetings, coordinating travel, and handling all forms of communication with professionalism and discretion.
Acting as a trusted liaison between the executive and internal and external stakeholders, the Executive Assistant will facilitate effective communication and collaboration across departments. The ideal candidate will be proactive, resourceful, and capable of anticipating the needs of the executive while ensuring the smooth execution of key business initiatives.
This position requires a high degree of confidentiality, strong problem-solving abilities, and the flexibility to adapt to changing priorities in a dynamic work environment.
Role and responsibilities:
Calendar & Meeting Management
- Manage and organize the executive’s calendar, scheduling appointments, meetings, and conferences.
- Plan and prepare for meetings, including agenda creation, document preparation, and logistical arrangements.
- Attend meetings, when necessary, take minutes, and follow up on action items to ensure deadlines are met.
Travel & Expense Coordination
- Coordinate all necessary travel arrangements, including flights, accommodation, and transport.
- Handle related expense management, including processing reimbursements and tracking expenditures.
Communication & Correspondence Management
- Handle incoming and outgoing correspondence, including emails, phone calls, and other forms of communication.
- Prioritize and respond to messages on behalf of the executive when necessary.
- Managing and organizing the executive’s calendar, scheduling appointments, meetings, and conferences.
- Coordinating any necessary travel arrangements and related expenses for the executive
- Prepare and distribute relevant correspondence, reports, and documents.
Minimum requirements:
Qualifications
- Bachelor’s degree/Diploma/Certificate in Business Administration, or a related field
- Bachelor’s degree/Diploma/Certificate in Business Administration, or a related field
- Minimum 7 -10 years’ of experience as an executive assistant or in a similar administrative role. Experience supporting C-Suite level executives is advantageous.
- Proficient in Microsoft Office Suite
- Strong communication skills
- Ability to multitask and deliver at pace
- Experience working across multiple geographies
Experience
- Minimum 7 years of experience as a corporate administrator or in a similar administrative role
- Proficient in Microsoft Office Suite
- Strong communication skills
- Ability to multitask and deliver at pace
- Experience working across multiple geographies
Skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
- Strong calendar management skills, including scheduling and prioritization.
- Experience with travel coordination and expense management systems.
- Excellent document management and record-keeping abilities.
- Ability to draft, edit, and proofread correspondence, reports, and presentations.
- Outstanding organizational skills with a keen attention to detail.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Strong problem-solving skills and ability to anticipate needs proactively.
- High level of integrity and ability to handle sensitive information with confidentiality.
- Strong judgment and decision-making abilities in handling confidential matters.
- Ability to adapt to changing priorities and work independently.
- Proactive mindset with a solution-oriented approach to challenges.
Competencies
- Organisational Excellence: Ability to manage multiple tasks, priorities, and deadlines with efficiency.
- Communication and Influence: Exceptional verbal and written communication skills.
- Relationship Management & Stakeholder Engagement: Ability to build and maintain strong relationships with internal and external stakeholders.
- Problem-Solving & Decision-Making: Ability to anticipate challenges and propose proactive solutions.
- Confidentiality & Professionalism: Demonstrates discretion and sound judgment in handling sensitive information.
- Initiative & Proactiveness: Ability to work independently, anticipate needs, and take initiative.
- Adaptability & Resilience: Ability to remain calm under pressure and adjust to changing priorities.
- Strategic Thinking & Business Acumen: Understanding of business operations and the ability to align tasks with organizational objectives