EXECUTIVE ASSISTANT

Job Description

About the Role

We are seeking a highly organized, proactive, discreet, and results-oriented Executive Assistant to the Chief Executive Officer (CEO) to provide high-level executive, administrative, analytical, and coordination support to the CEO.

The successful candidate will work closely with the CEO in a one-on-one capacity and serve as a key point of contact between the CEO’s office, the Board of Directors, senior management, employees, customers, and external stakeholders.

This is a high-trust position requiring exceptional judgment, confidentiality, communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced business environment.

The Executive Assistant will also support business analysis, management reporting, research, presentations, special projects, meetings, and executive-level engagements to help the CEO make informed decisions and effectively lead the organization.

Key Responsibilities

1. Executive & Administrative Support

• Provide comprehensive day-to-day administrative and executive support to the CEO.
• Manage the CEO’s calendar, appointments, meetings, and competing priorities.
• Coordinate meetings, conference calls, appointments, and other executive engagements.
• Prepare correspondence, reports, presentations, briefing materials, agendas, and other documents for the CEO.
• Coordinate travel arrangements, itineraries, accommodation, schedules, and related logistics.
• Prepare and process expense reports and other administrative documentation as required.
• Handle confidential and sensitive correspondence and information with the highest level of discretion.
• Monitor incoming requests and correspondence addressed to the CEO and determine appropriate follow-up or referral.
• Keep the CEO informed of upcoming commitments, deadlines, business issues, and key organizational developments.
• Ensure the CEO’s schedule is effectively coordinated and protected from unnecessary interruptions.
• Act as an effective gatekeeper and facilitator, ensuring that access to the CEO is managed professionally while maintaining positive relationships with stakeholders.
• Follow up on decisions, assignments, and action points to ensure timely completion.

2. Communication & Stakeholder Liaison

• Communicate professionally on behalf of the CEO with employees, Board members, senior managers, customers, business partners, and other stakeholders.
• Serve as a communication bridge between the CEO’s office and internal departments.
• Develop and maintain strong working relationships with key internal and external stakeholders.
• Monitor emerging issues within the organization and provide relevant updates to the CEO.
• Support the CEO in maintaining effective relationships with senior management and other strategic stakeholders.
• Coordinate selected external relations activities and engagements on behalf of the CEO.

3. Board of Directors Support

• Serve as the administrative liaison between the CEO’s office and the Board of Directors.
• Coordinate Board meetings, schedules, documentation, and related administrative requirements.
• Support Board members with travel, accommodation, meeting logistics, and other arrangements when required.
• Ensure Board materials and relevant documentation are prepared and distributed within required timelines.
• Maintain strict confidentiality and professionalism when dealing with Board members and Board-related matters.
• Support compliance with applicable organizational policies, governance requirements, bylaws, and procedures relating to Board and committee activities.

4. Senior Management Coordination

• Support the coordination of Executive and Senior Management Team meetings.
• Assist in preparing agendas, presentations, reports, and briefing materials for management meetings.
• Coordinate schedules and logistics for management meetings and off-site engagements.
• Attend selected management meetings and document key decisions and action points where required.
• Follow up with functional heads on agreed actions, reports, and deliverables.
• Ensure the CEO receives timely information required to monitor organizational performance.

5. Business Analysis & Management Reporting

The Executive Assistant will provide analytical and reporting support to the CEO by working with functional heads and consolidating information from across the organization.

Key responsibilities include:

• Coordinate and consolidate departmental reports and management submissions.
• Review reports and identify significant issues, trends, risks, variances, and areas requiring management attention.
• Track organizational performance against agreed plans and targets.
• Prepare performance analysis to support monthly performance reviews with functional heads.
• Highlight emerging business risks and recommend appropriate actions where necessary.
• Review financial, operational, sales, HR, production, logistics, and quality reports as required.
• Assist the CEO in monitoring the implementation of business plans and strategic initiatives.
• Participate in or lead business improvement projects assigned by the CEO.

6. Research & Strategic Support

• Conduct internal and external research on business, industry, market, operational, and strategic issues.
• Gather, analyze, and summarize information to support executive decision-making.
• Prepare research reports, briefing notes, presentations, and executive summaries.
• Participate in business forums, meetings, conferences, and external engagements as directed by the CEO.
• Identify relevant trends, opportunities, and potential risks and bring them to management’s attention.
• Support the CEO and management team with information required for strategic planning and business development.

7. Special Projects

• Coordinate and oversee special projects assigned by the CEO from initiation through completion.
• Develop project schedules, monitor milestones, and follow up with responsible stakeholders.
• Ensure critical project deliverables are completed accurately and within agreed timelines.
• Coordinate meetings and communications relating to special projects.
• Prepare progress reports and highlight challenges requiring management intervention.
• Maintain appropriate project documentation and records.

8. Presentations & Documentation

• Prepare and develop professional presentations for the CEO, Board, senior management, and external stakeholders.
• Draft executive correspondence, reports, briefing notes, letters, and other official documents.
• Ensure documents produced for the CEO’s office are accurate, professional, well-structured, and appropriately formatted.
• Maintain and update the CEO’s professional biography and organizational profile materials as required.

Management Reports Supported

The role may be required to coordinate and consolidate reports from various functional areas, including:

Finance & Accounting

• Cash balances
• Bank balances
• Payment schedules
• Receivables reports
• Other key financial updates

Sales

• Sales performance
• Collections
• Salesperson performance against targets
• Stock position
• Back orders

Logistics

• Replenishment stock
• Weekly stock balances
• Back orders
• Sales and operations updates

Quality

• Weekly programmes and plans
• Product reviews
• Product registration updates
• Other relevant quality updates

Production

• Daily production reports
• Production performance
• Other relevant operational information

Human Resources

• Manpower/headcount reports
• Attendance
• Disciplinary matters
• Training and development
• Recruitment and selection
• Other HR performance updates

Candidate Profile

The ideal candidate should be a highly dependable professional who can operate with maturity, discretion, initiative, and sound judgment.

Essential Skills & Competencies

• Excellent written and verbal communication skills.
• Strong presentation and business communication abilities.
• Exceptional organizational and time-management skills.
• Ability to manage and prioritize multiple assignments simultaneously.
• Strong attention to detail and accuracy.
• Excellent interpersonal and relationship-management skills.
• Ability to interact confidently with senior executives, Board members, employees, customers, and external stakeholders.
• Strong problem-solving and decision-making abilities.
• High emotional intelligence and professional maturity.
• Ability to work independently while also contributing effectively as part of a team.
• Strong ability to maintain confidentiality and handle sensitive information.
• Ability to work effectively under pressure and meet demanding deadlines.
• Proactive approach to identifying problems and proposing practical solutions.
• Strong project coordination and execution skills.
• Ability to anticipate the needs of the CEO and take appropriate action without constant supervision.

Experience & Knowledge

Applicants should have:

• At least five years of experience supporting C-level executives or senior business leaders.
• Experience in executive administration, business support, project coordination, or a similar role.
• Experience supporting internal and external communications.
• Good understanding of business operations and management reporting.
• Basic accounting and financial management knowledge will be an advantage.
• Experience conducting research and preparing management reports.
• Experience coordinating meetings, events, travel, and executive schedules.

Technical Skills

The successful candidate should be proficient in:

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Adobe Acrobat
• Social media and web-based platforms
• Other digital productivity and collaboration tools

Strong Excel and presentation skills, together with the ability to work with business data and management reports, will be advantageous.

Qualifications

• Bachelor’s degree from an accredited institution in Business Administration, Management, Finance, Accounting, Communications, or a related discipline.
• A professional or additional qualification in Project Management will be an advantage.
• Additional training or certification relevant to executive assistance, business management, administration, or project management will be beneficial.

Personal Attributes

The successful candidate should demonstrate:

• Integrity and discretion.
• Professionalism and reliability.
• Emotional maturity.
• Confidence and sound judgment.
• Strong sense of responsibility and ownership.
• Flexibility and adaptability.
• A proactive and solution-oriented mindset.
• Ability to anticipate needs and act decisively.
• Strong customer and stakeholder orientation.
• Commitment to excellence and high-quality work.