Executive Assistant

Role Purpose

The Executive Assistant provides high-level executive administrative and coordination support to multiple senior executives ensuring the efficient professional and confidential management of executive priorities.

The role requires absolute discretion sound judgment organizational excellence and the ability to operate seamlessly across executive priorities and cross-functional coordination.

Job Responsibilities:

1. Executive Support & Diary Management

• Act as the primary point of coordination for assigned members of the Executive Leadership Team.
• Manage complex calendars meetings and scheduling across multiple time zones.
• Prioritize and reconcile competing executive commitments.
• Anticipate scheduling conflicts and propose solutions proactively.
• Prepare agendas briefing notes presentations and follow-up action trackers.
• Track deadlines deliverables and executive commitments.

2. Communication & Correspondence

• Draft review and manage high-level correspondence (emails letters memos).
• Screen prioritize and handle incoming communications on behalf of executives.
• Liaise professionally with Board members shareholders external partners regulators and senior stakeholders.
• Represent the executive office with diplomacy professionalism and discretion.

3. Meetings Committees & Board Support

• Coordinate executive meetings leadership forums and Board/committee sessions.
• Prepare meeting packs presentations and confidential documentation if required.
• Record and circulate minutes action items and decisions.
• Track follow-ups and ensure closure on agreed actions.

4. Travel & Logistics

• Manage local and international travel arrangements visas accommodation and itineraries.
• Prepare detailed travel schedules and briefing notes according to prescribed processes.
• Coordinate last-minute changes efficiently and calmly.
• Process travel expense claims and ensure policy compliance.

5. Personal Assistance to Executives

• Assisting with medical insurance administration (such as filing/tracking medical insurance claims coordinating with insurance providers etc.)
• Supporting with personal administrative documentation (e.g. organizing and maintaining personal records related to employment benefits coordinating renewals of work-related personal documents where applicable etc.)
• Coordinating personal appointments linked to work continuity (e.g. medical appointment scheduling etc.)
• Acting as a trusted point of coordination between the Executive and internal departments (HR Finance PRO) for sensitive or personal matters.

6. Corporate Events & Internal Coordination

• Support planning and execution of internal meetings town halls and events.
• Coordinate logistics venues materials and communications.
• Ensure events reflect company culture and professionalism.

7. Process Improvement & Compliance

• Identify opportunities to improve administrative processes.
• Maintain SOPs for executive administration.
• Ensure adherence to company policies governance standards and confidentiality requirements.

Qualifications & Experience

• Bachelors degree or equivalent professional experience.
• 5 years experience as an Executive Assistant supporting multiple C-suite and/or senior executives.
• Experience in corporate investment or multi-entity environments is an advantage.

Key Skills & Competencies

• Exceptional organizational and time-management skills.
• Strong written and verbal communication.
• High emotional intelligence and stakeholder management.
• Advanced proficiency in MS Office / Google Workspace.
• Strong problem-solving and decision-making ability.
• Trustworthiness discretion and professionalism