Executive Assistant
Job summary
The executive assistant provides high-level administrative, operational, and organizational support to senior leadership. This role is responsible for managing executive schedules, coordinating meetings, handling confidential information, facilitating communication, and ensuring the smooth execution of daily business activities. The ideal candidate is highly organised, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while maintaining the highest level of professionalism and confidentiality.
Job descriptions & requirements
Responsibilities:
Executive Support:
- Manage executive calendars, appointments, and schedules.
- Coordinate meetings, conferences, and business engagements.
- Prepare agendas, reports, presentations, and meeting materials.
- Record meeting minutes and track follow-up actions.
- Screen calls, emails, and correspondence.
- Handle confidential information with discretion.
Administrative Support:
- Prepare business correspondence and documents.
- Maintain electronic and physical filing systems.
- Coordinate travel arrangements and itineraries.
- Process expense reports.
- Maintain office records and documentation.
Communication & Coordination:
- Serve as a liaison between executives and internal/external stakeholders.
- Coordinate communication across departments.
- Follow up on assignments and action items.
- Build positive relationships with clients, vendors, and partners.
Project & Operational Support:
- Coordinate special projects and strategic initiatives.
- Monitor project timelines and deliverables.
- Support company meetings and events.
- Conduct research and compile information for executive decision-making.
Requirements:
- Bachelor's degree in business administration, management, communications, or a related field.
- Professional administrative certifications are an advantage.
- Minimum of 3–5 years supporting senior executives or leadership teams.
- Experience in project coordination or office administration preferred.
- Excellent communication skills
- Strong organizational and time management skills
- Attention to detail
- Problem-solving ability
- Professionalism and discretion
- Microsoft Office Suite proficiency
Core Competencies:
- Integrity
- Confidentiality
- Accountability
- Initiative
- Adaptability
- Communication
- Teamwork
- Time Management
- Attention to Detail
Key Performance Indicators (KPIs):
- Executive calendar management
- Timeliness of task completion
- Quality of documentation
- Meeting coordination
- Stakeholder satisfaction
- Administrative efficiency
Working Conditions:
- Full-time position.
- May require occasional travel and flexibility to support business needs in a professional office environment.
Equal Opportunity Statement:
- We are an equal opportunity employer committed to creating an inclusive workplace.
- All qualified applicants will receive consideration based on qualifications, skills, and experience.
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