Executive Assistant

Core Functions

Provides proactive administrative and executive support to management by overseeing office operations, coordinating board and management meetings, preparing reports and presentations, and ensuring the efficient execution of administrative activities. The role requires strong organizational skills, attention to detail, and the ability to anticipate operational needs and support strategic initiatives.

Functions and Responsibilities:

1. Provides comprehensive administrative support to executives and management to ensure smooth daily operations.

2. Assists in organizing, coordinating, and facilitating board meetings, including sending out of notices, taking of minutes of the meetings, preparing meeting agendas, developing professional presentations and reports for management review and other tasks, as may be requested.

3. Coordinates with internal departments and external stakeholders to gather information and ensure timely completion of meeting requirements.

4. Monitors action items arising from board and management meetings and ensures timely follow-through with concerned departments.

5. Maintains confidentiality of sensitive company information, board documents, and executive communications.

6. Oversees administrative records, correspondence, and documentation to ensure accuracy and accessibility.

7. Identifies process improvement opportunities and proactively recommends solutions to enhance administrative efficiency.

8. Assists in planning and implementing special projects, corporate initiatives, and executive programs as assigned.

9. Coordinates travel arrangements, schedules, and logistical requirements for executives and board members when necessary.

10. Performs other administrative and executive support functions as may be assigned by management.

Job Competencies:

1. Executive and Administrative Support

2. Project Coordination and Follow-Up Management

3. Board Meeting Coordination and Management

4. Problem-Solving and Critical Thinking

5. Presentation Development and Design

6. Confidentiality and Professional Ethics

7. Organizational and Time Management Skills

8. Proactive Planning and Initiative

9. Communication and Interpersonal Skills

10. Microsoft Office and Presentation Software Proficiency

11. Attention to Detail and Accuracy

12. Stakeholder Management and Coordination

Job Qualifications:

1. Bachelor's degree in Business Administration, Management, Office Administration, Communications, or any related field. A master's degree is an advantage.

2. Minimum of 3–5 years of relevant experience in administrative, executive, or corporate support roles.

3. Proven experience in coordinating board meetings, management meetings, and executive-level activities.

4. Proficient in Microsoft Office applications, particularly PowerPoint, Word, and Excel.

5. Strong presentation development skills with the ability to create professional board and management reports.

6. Highly organized, proactive, and capable of managing multiple priorities with minimal supervision.

7. Strong analytical, coordination, and follow-up skills.

8. With a positive work attitude, results-oriented mindset, and ability to work under pressure in a fast-paced environment, with integrity and professionalism.