Executive Assistant

Role Purpose

The Executive Assistant provides high-level executive, administrative, and coordination support to multiple senior executives, ensuring the efficient, professional, and confidential management of executive priorities. The role requires absolute discretion, sound judgment, organizational excellence, and the ability to operate seamlessly across executive priorities and cross-functional coordination.

Job Responsibilities

1. Executive Support & Diary Management

• Act as the primary point of coordination for assigned members of the Executive Leadership Team.
• Manage complex calendars, meetings, and scheduling across multiple time zones.
• Prioritize and reconcile competing executive commitments.
• Anticipate scheduling conflicts and propose solutions proactively.
• Prepare agendas, briefing notes, presentations, and follow-up action trackers.
• Track deadlines, deliverables, and executive commitments.

2. Communication & Correspondence

• Draft, review, and manage high-level correspondence (emails, letters, memos).
• Screen, prioritize, and handle incoming communications on behalf of executives.
• Liaise professionally with Board members, shareholders, external partners, regulators, and senior stakeholders.
• Represent the executive office with diplomacy, professionalism, and discretion.

3. Meetings, Committees & Board Support

• Coordinate executive meetings, leadership forums, and Board/committee sessions.
• Prepare meeting packs, presentations, and confidential documentation, if required.
• Record and circulate minutes, action items, and decisions.
• Track follow-ups and ensure closure on agreed actions.

4. Travel & Logistics

• Manage local and international travel arrangements, visas, accommodation, and itineraries.
• Prepare detailed travel schedules and briefing notes according to prescribed processes.
• Coordinate last-minute changes efficiently and calmly.
• Process travel expense claims and ensure policy compliance.

5. Personal Assistance to Executives

• Assisting with medical insurance administration (such as filing/tracking medical insurance claims, coordinating with insurance providers).
• Supporting with personal administrative documentation and coordinating renewals of work-related personal documents.
• Coordinating personal appointments linked to work continuity.
• Acting as a trusted point of coordination between the Executive and internal departments (HR, Finance, PRO).

6. Corporate Events & Internal Coordination

• Support planning and execution of internal meetings, town halls, and events.
• Coordinate logistics, venues, materials, and communications.
• Ensure events reflect company culture and professionalism.

7. Process Improvement & Compliance

• Identify opportunities to improve administrative processes.
• Maintain SOPs for executive administration.
• Ensure adherence to company policies, governance standards, and confidentiality requirements.

Qualifications & Experience

• Bachelor's degree or equivalent professional experience.
• 5+ years' experience as an Executive Assistant supporting multiple C-suite and/or senior executives.
• Experience in corporate, investment, or multi-entity environments is an advantage.

Key Skills & Competencies

• Exceptional organizational and time-management skills.
• Strong written and verbal communication.
• High emotional intelligence and stakeholder management.
• Discretion and confidentiality.
• Proficiency in Microsoft Office and productivity tools.
• Ability to work under pressure and handle multiple priorities.