Executive Assistant

Job Purpose

To provide high-quality executive coordination and administrative support to the CEO by ensuring efficient scheduling, communication, meeting coordination, documentation, and follow-up, enabling effective decision-making and seamless executive office operations.

Key Accountability Areas

Meeting Preparation and Coordination:

• Coordinate end-to-end meeting logistics, including agenda development, material preparation, and stakeholder coordination.
• Prepare presentations and supporting documents that meet executive standards for clarity, accuracy, and strategic relevance.
• Monitor meeting timelines and agenda flow to support effective use of executive time.
• Prepare executive summaries, briefing notes, and meeting records to support informed decision-making.

Calendar and Schedule Coordination:

• Coordinate the CEO's calendar, ensuring alignment of operational priorities, strategic engagements, and personal commitments.
• Identify potential scheduling conflicts and coordinate timely adjustments to maintain continuity.
• Liaise with internal and external stakeholders to schedule meetings and align meeting objectives.

Confidential Affairs:

• Handle sensitive communications and confidential documents with discretion and in accordance with organizational policies.
• Maintain secure records and archives of confidential correspondence, ensuring accuracy, traceability, and privacy.
• Serve as a point of contact for confidential matters requiring executive attention.

Correspondence Coordination:

• Coordinate the preparation, review, routing, and archiving of executive correspondence.
• Ensure written communications reflect the CEO's tone, intent, and strategic messaging.
• Maintain correspondence tracking records and follow up on response timelines as required.

Administrative and Logistics Support:

• Coordinate travel arrangements, accommodation bookings, itineraries, and event logistics for executive activities.
• Process executive approvals and administrative documentation to support timely workflow completion.
• Provide administrative support for ad hoc requests and priority assignments.

Mail Coordination:

• Coordinate the receipt, sorting, and dispatch of physical mail and packages.
• Maintain accurate records of incoming and outgoing mail, ensuring secure handling of confidential deliveries.

Task and Action Item Follow-Up:

• Maintain and update action item trackers arising from executive meetings and directives.
• Follow up with responsible stakeholders on assigned tasks and document progress updates.
• Prepare regular status updates for the CEO on action item progress and completion.

Role Accountability

HR Proficiency:

• Ability to obtain updated soft and technical skills related to the job

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvement:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification

Work Experience

Technical / Functional Competencies