Executive Assistant

Job Description

Executive Support

• Manage and coordinate the calendar, schedule meetings, appointments, and travel for the leadership role.
• Serve as the first point of contact for internal and external communications on behalf of the leadership.
• Prepare, proofread, and format correspondence, reports, presentations, and proposals.
• Organize and document meeting agendas, minutes, and follow-ups for leadership-led meetings.
• Handle sensitive information with the utmost confidentiality.

Board and Executive Team Support

• Plan and coordinate meetings and retreats for the Executive Team and Board of Directors.
• Assist in the creation and distribution of board packs, reports, and executive summaries.
• Maintain organized and accessible records of all board and executive-related documents.
• Ensure compliance with internal governance and statutory regulations.

Administrative & Office Operations

• Manage administrative functions such as filing systems, office supplies, expense reports, and procurement.
• Support in planning and executing internal meetings, team-building events, and organization-wide activities.
• Perform basic accounting functions, such as processing reimbursements and managing small budgets.

Communication and Relationship Management

• Assist with outreach efforts and follow-up with clients, partners, and other key stakeholders.
• Represent the leadership in communication with external parties, maintaining a high standard of professionalism.
• Track engagement history and maintain databases of high-value contacts.

Project Coordination

• Assist in the management of strategic initiatives and projects led by leadership.
• Conduct research, prepare reports, and provide briefs to support informed decision-making.
• Liaise with cross-functional teams to ensure alignment with organizational goals.

Qualifications:

• Bachelor's or Master’s degree in Business Administration, Communications, or related field.
• Minimum 3 years of relevant experience in an executive assistant or coordination role.
• Prior experience supporting senior leadership is strongly preferred.

Skills Required:

• Mandatory:
  • Excellent written and spoken communication skills in English.
  • Strong organizational and multitasking abilities.
  • Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
  • High integrity and capacity to handle confidential information.
  • Ability to work independently and under pressure.
• Preferred:
  • Familiarity with digital communication and collaboration tools like Google Workspace, Zoom, and Slack.
  • Exposure to startup or high-growth environments.
  • Working knowledge of basic accounting or budget tracking.

Working Conditions:

• May be required to adjust working hours depending on leadership’s schedule.
• Remote, hybrid, or office-based setup, depending on organizational policy.
• Occasional travel may be necessary for meetings or events.