Executive Assistant

Job Title: Executive Assistant to the CEO

Position Summary

The Executive Assistant provides high-level administrative support to the CEO (or senior executive) and plays a pivotal role in ensuring the smooth and efficient operation of the executive office. This role involves managing the flow of information in a timely and accurate manner, coordinating complex administrative tasks, and supporting strategic priorities. The Executive Assistant acts as the primary point of contact between the CEO and internal teams, clients, and external partners, exercising sound judgment, discretion, and a high degree of professionalism.

Key Duties and Responsibilities

1. Administrative Support

• Manage professional and personal scheduling for the CEO, including calendars, appointments, meetings, mail, email, calls, travel arrangements, and other company logistics.
• Coordinate complex scheduling and extensive calendar management while prioritizing requests to optimize the CEO's time.
• Manage and arrange the CEO's travel and travel-related activities (flight bookings, hotel reservations, transportation, and meal planning).
• Anticipate the CEO's needs and proactively provide support to ensure smooth day-to-day operations.
  
  

2. Communication & Correspondence

• Serve as a gatekeeper and gateway for access to the CEO, balancing priorities to create win-win situations for stakeholders.
• Draft, review, and prepare internal and external communications, including emails, reports, memos, and presentations.
• Prepare internal announcements, executive updates, and materials for board and management meetings.
• Act as liaison between the CEO and employees, clients, and external partners to ensure effective communication and timely follow-ups.
  
  

3. Office & Information Management

• Maintain strict confidentiality and exercise discretion when handling sensitive business information.
• Organize and maintain a well-structured electronic and physical filing system.
• Monitor and manage information flow within the organization to support decision-making.
• Handle expense reporting, procurement approvals, and other executive-level administrative requirements.
  
  

4. Meeting & Event Coordination

• Plan, schedule, and coordinate meetings with internal and external stakeholders, including the Management Team and Board of Directors.
• Prepare briefing materials, meeting agendas, and presentation decks to ensure the CEO is well-prepared.
• Record meeting minutes, track action points, and follow up on deliverables to ensure timely completion.
• Organize and support executive-led events, conferences, and strategic workshops.
  
  

5. Project & Special Initiatives

• Manage special projects and initiatives assigned by the CEO, ensuring timely and high-quality execution.
• Track key deliverables, deadlines, and outcomes to support strategic priorities.
• Provide research and analytical support on key business topics or potential opportunities.
• Coordinate logistics and administrative details for CEO-driven strategic projects or external engagements.

Qualifications & Experience

• Bachelor's degree in Business Administration, Communications, or a related field (Master's degree is an added advantage).
• 5+ years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior executives.
• Strong organizational skills with the ability to manage multiple priorities under tight deadlines.
• Excellent verbal and written communication skills.
• High level of discretion and professionalism in handling sensitive and confidential information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and productivity tools (e.g., Teams, Zoom, Trello, or Asana).
• Demonstrated ability to anticipate needs, think critically, and offer proactive solutions.
  
  

Key Competencies

• Executive Presence: Confident, professional, and able to represent the CEO effectively.
• Planning & Organization: Exceptional ability to prioritize and manage complex schedules.
• Communication: Clear, polished, and persuasive communicator, both written and verbal.
• Problem Solving: Resourceful and solution-oriented, able to handle challenges independently.
• Confidentiality: Trusted with sensitive business and personal information.
• Adaptability: Thrives in a fast-paced, dynamic work environment with shifting priorities.