Summary

Executive Assistant provides high-level administrative support to senior executives within the organization. This role requires exceptional organizational skills, strong communication, and the ability to work independently while managing a variety of tasks and projects.

Responsibilities

Calendar Management:

• Manage and maintain the executive's schedule, including scheduling meetings, appointments, and travel arrangements
• Coordinate and prioritize meetings, conference calls, and events

Communication:

• Act as the primary point of contact for the executive, handling emails, phone calls, and correspondence.
• Draft and proofread documents, reports, and presentations.
• Maintain confidentiality of sensitive information

Travel Arrangements:

• Plan and coordinate domestic and international travel, including booking flights, hotels, transportation, and itineraries.
• Prepare travel expense reports.

Meeting Support:

• Prepare meeting agendas and materials
• Attend meetings, take minutes, and follow up on action items

Administrative Tasks:

• Handle general administrative duties, such as filing, copying, and managing office supplies
• Assist in the onboarding of new staff and provide training as necessary

Project Management:

• Support in the execution of special projects, including research, data analysis, and coordination

Vendor Management:

• Interact with external vendors and suppliers, negotiating contracts and ensuring services meet the executive's expectations

Stakeholder Relations:

• Build and maintain positive relationships with internal and external stakeholders on behalf of the executive.

 

Education and Qualifications

Bachelor's degree preferred, with strong written and English fluency. 

Requirements

Proven experience as an executive assistant or in a similar role, with a minimum of 5 years of experience.

Characteristics

• Excellent communication skills able to liaise confidently with senior management
• Good understanding of Director level responsibilities and Company Law
• An excellent level of attention to detail
• Proficiency in office software (Microsoft Office suite, Google Workspace, etc.)
• Able to work on own initiative and tight deadlines
• Ability to prioritize workload in a demanding team environment
• Confidence to deal with and resolve any situation and issue
• Experience & knowledge of Microsoft Office applications

Interpersonal Skills:

• Exemplary communication and customer service skills
• Proficient time management and organizational skills

Reporting To

Group Director of Operations