Executive Assistant

Job Purpose

Executive Assistant

Calendar & Schedule Management

• Manage complex schedules, prioritizing meetings, events, and travel arrangements.
• Coordinate with internal and external stakeholders to arrange appointments and ensure timely responses.
• Anticipate and adjust schedules as necessary to accommodate changing priorities and urgent matters.

Communication & Correspondence

• Act as the liaison by managing emails, calls, and other communications, ensuring prompt responses.
• Draft, proofread, and distribute high-level correspondence, presentations, and reports.

Meeting Preparation & Documentation

• Prepare agendas, presentations, and briefing materials for meetings.
• Attend key meetings, take detailed minutes, and track action items.
• Follow up with relevant stakeholders to ensure timely completion of post-meeting tasks.

Travel Planning & Coordination

• Organize and manage domestic and international travel, including flights, accommodations, and itineraries.
• Coordinate with third parties for visas, transportation, and other travel-related logistics.
• Ensure all travel plans are aligned with the schedule and business priorities.

Project & Task Management

• Support in managing special projects, coordinating with different departments to ensure progress.
• Track deadlines and milestones, providing updates on key initiatives.
• Collaborate with the executive team to ensure tasks delegated are executed effectively.

Confidential Support & Relationship Management

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Build strong relationships with board members, clients, and key stakeholders, acting as a trusted point of contact.
• Represent the Group Digital & Technology ‘s office in interactions with internal teams and external partners, ensuring a professional image.
• **Expense & Budget Administration**
• Prepare, submit, and reconcile expense reports for the CTO office and direct reports.
• Track and monitor budget allocations, ensuring adherence with approved spending limits.
• Support budget planning, reporting, and forecasting activities as required.
• Liaise with the Finance and Procurement departments to ensure timely processing of purchases and payments.
• **Tasks & Special Projects**
• Support the CTO and direct reports on special projects, including research, analysis, and preparation of briefing materials or reports.
• Assist with urgent and unplanned tasks, demonstrating flexibility and initiative.

Qualifications & Experience

• Bachelor’s degree in business administration, communications, or a related field.
• At least 4+ years of experience in an executive assistant or similar role, with at least 3 years supporting C-level executives.
• Proficiency in Microsoft Office Suite, Google Workspace, and project management tools.
• Experience in calendar management, travel coordination, and preparing professional reports/presentations.