Executive Assistant

Executive Assistant

Role Purpose

The Executive Assistant will provide comprehensive executive and administrative support to the Acting Chief Executive Officer and Directors by managing complex schedules, coordinating executive priorities, facilitating communication, and ensuring the efficient operation of the Executive Office.

The role serves as a trusted partner to senior leadership, anticipating business needs, coordinating high-level engagements, preparing executive documentation, and managing confidential information with the highest level of professionalism and discretion. The incumbent will act as a central point of coordination between the Executive Office, internal teams, external stakeholders, regulators, and the Board, ensuring seamless execution of executive responsibilities and organisational priorities.

Duties and Responsibilities

Executive Office Management

• Manage the calendars, appointments, meetings, and travel schedules of the Acting Chief Executive Officer and Directors, ensuring optimal use of executive time.
• Coordinate competing priorities and proactively manage changes to schedules while maintaining alignment with business objectives.
• Act as the primary point of contact for the Executive Office, managing correspondence, enquiries, and requests with professionalism and sound judgement.
• Maintain an organised system for executive documentation, correspondence, and records.

Executive Coordination

• Coordinate executive meetings, Board meetings, management meetings, and strategic engagements.
• Prepare meeting agendas, board packs, presentations, reports, minutes, and action trackers.
• Monitor the implementation of agreed action points and follow up with responsible stakeholders to ensure timely completion.
• Coordinate logistics for executive meetings, conferences, workshops, and stakeholder engagements.

Stakeholder Management

• Build and maintain effective working relationships with internal and external stakeholders on behalf of the Executive Office.
• Facilitate communication between senior leadership and business units while maintaining professionalism and confidentiality.
• Coordinate engagements with regulators, investors, clients, service providers, and other strategic partners as required.
• Represent the Executive Office with courtesy, diplomacy, and sound professional judgement.

Executive Administration

• Draft, review, and format executive correspondence, reports, presentations, speeches, briefing notes, and other business documentation.
• Conduct research and compile information required to support executive decision-making.
• Maintain confidential executive records and ensure information is handled securely and appropriately.
• Support the preparation of executive reports and business updates for internal and external stakeholders.

Governance and Compliance Support

• Support the coordination of Board and Committee documentation in accordance with governance requirements.
• Maintain accurate records of resolutions, approvals, and executive decisions.
• Monitor key reporting deadlines and ensure required documentation is submitted within agreed timelines.
• Support governance activities by maintaining accurate records and facilitating effective document management.

Office Coordination

• Coordinate executive travel, accommodation, itineraries, and logistics.
• Manage executive office supplies, service providers, and administrative requirements.
• Identify opportunities to improve executive office processes and administrative efficiency.
• Provide administrative support for strategic projects and other assignments as delegated by the Ag. Chief Executive Officer.

Measurable Outcomes

• Executive calendars managed with minimal scheduling conflicts and effective prioritization of business commitments.
• Board and executive meeting documentation prepared accurately and circulated within agreed timelines.
• Action items arising from executive and Board meetings effectively tracked and followed through to completion.
• Executive correspondence, reports, and presentations prepared accurately and delivered within required deadlines.
• Confidential information managed with complete integrity and discretion.
• Executive travel and stakeholder engagements coordinated efficiently with minimal operational disruption.
• Improved responsiveness and efficiency of the Executive Office through effective coordination and administrative support.

Requirements

Qualifications and Experience

• Bachelor's degree in Business Administration, Commerce, Public Administration, Corporate Communications, or a related field.
• Professional certification in Executive Office Management, Corporate Governance, Project Management, or Business Administration is an added advantage.
• Minimum of eight years' experience providing executive support to Chief Executive Officers, Managing Directors, Board Chairs, or C-suite executives within a corporate environment.
• Previous experience supporting multiple senior executives simultaneously within financial services, investment banking, professional services, or similarly demanding corporate environments will be highly advantageous.
• Demonstrated experience coordinating Board meetings, preparing executive reports, managing confidential information, and supporting executive decision-making.
• Exceptional business writing, presentation preparation, minute-taking, and document management skills.
• Advanced proficiency in Microsoft Office Suite, particularly Outlook, Word, PowerPoint, Excel, and virtual collaboration platforms.