Executive Assistant

Job Purpose

Meeting Preparation and Coordination

• Coordinate end-to-end meeting logistics, including agenda development, material preparation, and stakeholder coordination.
• Prepare presentations and supporting documents meeting 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, aligning 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 and Mail 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.
• Coordinate the receipt, sorting, and dispatch of physical mail and packages and maintain accurate records.

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.

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.

Qualifications and Experience

• Bachelor's degree in Business Administration or any relevant field.
• 4 to 6 years of work experience.
• Technical/functional competencies: ad hoc reporting, clerical documentation standards and procedures, document management, document preparation, and conference room coordination.

Role Accountability

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