Executive Assistant

Executive Assistant to Director
Office of the Director / Executive Support
Experience Required3 to 7 years as an Executive Assistant / Personal Assistant, ideally supporting CXO / Director-level leadershipReporting ToDirectorLocationAs per organisational requirement (based at Director's office)Employment TypeFull-timeAbout the Role
We are looking for a highly organised, discreet, and proactive Executive Assistant to provide comprehensive administrative and business support to the Director. This role is central to the smooth functioning of the Director's office managing calendars, communications, travel, meetings, and confidential information while acting as a trusted point of coordination between the Director and internal teams, external stakeholders, and clients. The ideal candidate anticipates needs before being asked, exercises sound judgment under pressure, and represents the Director's office with professionalism at all times.
Key Responsibilities
Manage the Director's calendar end-to-end scheduling and prioritising meetings, resolving conflicts, and ensuring effective use of the Director's time.
Plan and coordinate domestic and international travel, including itineraries, visas, accommodation, and logistics.
¢ Screen, prioritise, and respond to emails, calls, and correspondence on the Director's behalf where appropriate.
¢ Prepare, proofread, and format presentations, reports, board papers, and correspondence to a high standard.
¢ Organise and coordinate meetings, off-sites, and events preparing agendas, taking minutes, and tracking follow-up action items to closure.
¢ Act as the first point of contact for the Director's office, liaising professionally with senior leadership, clients, investors, and external partners.
¢ Handle highly confidential and sensitive information with absolute discretion and sound judgment.
¢ Track key deliverables, deadlines, and priorities across the Director's initiatives, proactively flagging risks or bottlenecks.
¢ Manage expense reports, invoices, and basic budget tracking for the Director's office.
¢ Coordinate cross-functionally with other departments (HR, Finance, Admin, IT) to ensure timely resolution of the Director's requirements.
¢ Maintain organised digital and physical filing systems for contracts, reports, and confidential documents.
¢ Support ad hoc projects and initiatives as assigned by the Director.
Required Skills & Experience
¢ 3-7 years of experience as an Executive Assistant, Personal Assistant, or Executive Secretary, preferably supporting a Director, CXO, or senior leader.
¢ Excellent written and verbal communication skills, with strong attention to detail and proofreading ability.
¢ Proven ability to manage complex calendars, travel, and competing priorities with minimal supervision.
¢ High proficiency in MS Office / Google Workspace (Word, Excel, PowerPoint, Outlook / Gmail, Calendar).
¢ Strong organisational and time-management skills, with the ability to multitask under pressure.
¢ Demonstrated discretion and professionalism when handling confidential and sensitive matters.
¢ Excellent interpersonal skills and the ability to interact confidently with senior stakeholders, clients, and external partners.
¢ Sound judgment and problem-solving ability, with a proactive, no-task-too-small attitude.
¢ Experience coordinating board meetings, minutes, and follow-up tracking is an advantage.
¢ Flexibility to work extended hours or be reachable outside standard hours when business needs require.
Educational Qualification
¢ Graduate in any discipline; a degree/diploma in Business Administration, Management, or Secretarial Practice is an advantage.
¢ Additional certification in office administration, executive assistance, or project coordination is a plus.
Desirable Attributes
¢ Prior experience supporting leadership in a fast-paced, high-growth, or matrixed organisation.
¢ Comfort working with data rooms, board portals, or CRM/ERP systems used by senior leadership.
¢ A calm, composed demeanour under tight deadlines and shifting priorities.
¢ High personal integrity and a strong sense of ownership and accountability.
Soft Skills
Discretion • stakeholder management • attention to detail • time management • proactive problem-solving • professional communication • adaptability • composure under pressure.