Executive Assistant

About the role

The Executive Assistant will work closely with the CEO and management team to ensure that day-to-day priorities, meetings, communications, projects, and follow-up actions are handled efficiently and professionally.

Key responsibilities

1. Executive Support

• Provide day-to-day administrative and executive support to the CEO and senior management.
• Manage and maintain the executive's calendar, appointments, meetings, and schedules.
• Coordinate internal and external meetings, including preparing agendas, documents, and meeting materials.
• Ensure the executive is well prepared for meetings, presentations, calls, and business engagements.
• Take meeting notes, record key decisions, and track action items.
• Follow up with relevant team members to ensure agreed actions are completed on time.
• Assist in prioritising daily, weekly, and monthly tasks for management.
• Act as a key point of coordination between the executive and internal/external stakeholders.
• Handle confidential and sensitive information with a high level of discretion.

2. Calendar & Meeting Management

• Maintain an accurate and up-to-date executive calendar.
• Schedule and coordinate meetings across different time zones where required.
• Manage meeting invitations, confirmations, rescheduling, and cancellations.
• Ensure there are no scheduling conflicts.
• Prepare meeting rooms, video conference links, presentations, and required documents.
• Provide reminders and updates regarding upcoming meetings and deadlines.
• Coordinate follow-up meetings and ensure outstanding matters are tracked.

3. Communication & Correspondence

• Draft, review, and format emails, letters, memos, reports, and other business correspondence.
• Manage incoming and outgoing correspondence on behalf of management when required.
• Follow up with clients, partners, suppliers, employees, and other stakeholders.
• Ensure important emails and requests are properly tracked and responded to.
• Maintain professional communication with internal and external parties.
• Escalate urgent or important matters to management promptly.
• Ensure communication is clear, professional, accurate, and aligned with company standards.

4. Administrative & Documentation Support

• Prepare and maintain company documents, presentations, reports, spreadsheets, and records.
• Organise digital and physical filing systems.
• Maintain proper records of important contracts, agreements, correspondence, and company documents.
• Assist with preparing quotations, proposals, presentations, reports, and other business documents.
• Ensure documents are properly named, organised, updated, and easily accessible.
• Assist management with document review and administrative processing.
• Monitor important deadlines, renewals, submissions, and outstanding documentation.

5. Task & Follow-Up Management

• Maintain a centralised list of management's pending tasks and priorities.
• Follow up with relevant departments and employees on outstanding assignments.
• Monitor deadlines and provide reminders before tasks become overdue.
• Ensure management's instructions are properly communicated and followed through.
• Provide regular updates on the status of outstanding matters.
• Identify delays, issues, or potential problems and escalate them early.
• Ensure tasks are followed through until completion rather than simply passing instructions to others.

6. Project & Operations Coordination

• Assist management with special projects and business initiatives.
• Coordinate tasks between different departments and team members.
• Assist with project timelines, schedules, deliverables, and documentation.
• Monitor project progress and highlight potential delays.
• Prepare project updates and status reports for management.
• Coordinate with sales, finance, HR, operations, marketing, logistics, and other departments when required.
• Assist in implementing new processes and improving internal workflows.
• Support management in ensuring projects are delivered according to agreed timelines.

7. Business & Client Coordination

• Assist management in coordinating with clients, partners, vendors, and business associates.
• Arrange client meetings, business calls, lunches, dinners, and other engagements.
• Prepare relevant information and documents before client meetings.
• Follow up on client-related action items.
• Maintain professional relationships with key stakeholders.
• Assist with business development and client-related administrative activities where required.
• Support management during events, conferences, meetings, and business functions.

8. Travel & Event Coordination

• Arrange business travel, including flights, accommodation, transportation, and itineraries.
• Prepare detailed travel schedules and itineraries.
• Coordinate airport transfers and transportation arrangements.
• Assist with visa, travel documentation, and other travel requirements where necessary.
• Coordinate management's attendance at conferences, exhibitions, meetings, and corporate events.
• Assist with event registrations, invitations, accommodation, transportation, and schedules.
• Ensure all travel and event arrangements are properly organised in advance.

9. Confidentiality & Information Management

• Maintain strict confidentiality over company, financial, employee, client, and management information.
• Handle sensitive documents and communications responsibly.
• Ensure confidential information is not disclosed to unauthorised individuals.
• Maintain appropriate access and organisation of sensitive files.
• Exercise sound judgement when dealing with confidential or commercially sensitive matters.

10. Personal Assistance to Executive

Where required and appropriate, provide limited personal assistance to the executive in relation to:

• Personal appointments and scheduling.
• Travel arrangements.
• Personal administrative matters.
• Important reminders and commitments.
• Personal document coordination.
• Other reasonable tasks required to support the executive's schedule and productivity.

About you

• Highly organised and detail-oriented
• Proactive and reliable
• Commercially aware
• Capable of managing multiple priorities simultaneously
• Comfortable working in a fast-paced environment
• Able to take ownership of tasks from start to completion
• Discreet