Executive Assistant

The ideal candidate will be a key player in a fast-paced environment, providing crucial support to the Executive Leadership Team. Success in the role depends on the incumbent’s ability to manage multiple priorities, work independently and collaborate effectively with teams.

Job Purpose:

The Executive Assistant (EA) will provide high-level administrative support to the Director(s), ensuring efficiency in day-to-day operations. This role demands exceptional organizational skills, discretion and the ability to handle multiple tasks in a fast-paced environment. The ES will act as a strategic partner, handling executive communications, coordinating schedules and managing critical projects with minimal supervision.

Key Responsibilities

• Serve as a trusted liaison between the Director(s) and internal/external stakeholders.
• Manage the Director’s calendar, schedule appointments and coordinate meetings across multiple time zones.
• Handle confidential correspondence, prepare reports and draft presentations as needed.
• Coordinate travel arrangements, including flight bookings, accommodation and itineraries.
•  Ensure timely follow-ups and reminders for key meetings, deadlines and deliverables.
• Serve as a trusted liaison between the Director(s) and internal/external stakeholders.
• Manage the Director’s calendar, schedule appointments and coordinate meetings across multiple time zones.
• Handle confidential correspondence, prepare reports and draft presentations as needed.
• Coordinate travel arrangements, including flight bookings, accommodation and itineraries.
• Ensure timely follow-ups and reminders for key meetings, deadlines and deliverables.
• Prepare agendas, take minutes and track action items from Strategic Management Meetings.
• Running errands e.g. shopping, picking up lunch etc.)
• Making restaurant reservations and personal bookings
• Assisting with personal finances (bill payment, subscription/insurance renewal)
• Work with the Business Analyst to assist in planning and executing high-priority projects, ensuring alignment with company objectives.
• Conduct research and prepare summaries for strategic initiatives.
• Organize and maintain digital and physical filing systems for critical documents.
• Manage special assignments, including process improvements and operational efficiencies.
• Handle the procurement of office supplies and other necessary materials as needed by the Directors.
• Act as the first point of contact for inquiries addressed to the Director(s) prioritizing and responding appropriately.
• Maintain professionalism in all written and verbal communications.
• Build and maintain strong relationships with key internal departments, clients and external partners.
• Draft correspondence, reports and briefing materials as required.
• Provide support in customer intervention, assisting with escalated customer concerns and ensuring effective resolution in coordination with relevant teams.
• Work closely with HR to organize company events, leadership offsites and team-building activities.
• Assist in the planning and execution of board meetings, corporate functions and strategy sessions.
• Work closely with HR and other departments to coordinate training sessions and executive-level engagements. 

Knowledge & Experience

• Bachelor’s degree in Business Administration or relevant professional certification. Certified Administrative Professional (CAP)/Certified Professional Secretary (CPS) designation would be an asset.
• Minimum of 3+ years in an Executive Assistant or high-level administrative role.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and admin management tools.
• Excellent written and verbal communication skills
• Strong problem-solving skills, attention to detail and a proactive approach.
• Ability to handle sensitive information with discretion and confidentiality.
• Strong organizational skills with the ability to multitask and meet tight deadlines
• Experience working in a fast-paced corporate environment
• Professional demeanour with strong interpersonal skills and the ability to work independently.

Interested applicants are invited to apply by Friday, September 26, 2025.

While we appreciate all applications, only shortlisted candidates will be contacted.