Executive Administrative Assistant

The Executive Administrative Assistant (EAA) provides high-level administrative and operational support to the CEO and the Managing Director. This role requires exceptional organizational skills, discretion, and the ability to operate in a fast-paced environment. Beyond traditional administrative responsibilities, the EAA plays a key role in driving process improvement initiatives across the organisation and acts as a trusted partner, enabling executives to focus on strategic priorities.

Key Responsibilities

Administrative & Calendar Management for CEO and MD

• Manage and maintain their calendars, including scheduling meetings, appointments, and making travel arrangements.
• Coordinate logistics for business trips, events, and conferences.
• Anticipate scheduling needs and ensure the executive is fully prepared for all engagements.

Communication & Correspondence

• Serve as a liaison between the CEO, MD and internal/external stakeholders.

• Draft, review, and manage correspondence, reports with accuracy and professionalism.

• Prepare briefing materials and ensure timely communication flow.

• Prepare and share the monthly Board Deck templates with all relevant internal stakeholders.

• Support preparation of board decks, client and partner presentations, and executive communications, ensuring accuracy and timeliness

Meetings & Events

• Organize and coordinate meetings, including agenda setting, preparation of materials, minute-taking, and follow-up actions.
• Assist in the planning and execution of corporate events, board meetings, and team activities.

Process Improvement

• As assigned by the CEO and MD, analyse workflows, administrative processes, and reporting mechanisms where they are identified as inefficient or outdated. 
• Collaborate with key stakeholders and present recommendations on the implementation of streamlined processes that improve accuracy, speed, cost recovery, and overall effectiveness by the appropriate team leaders.
• Collaborate with cross-functional teams to gather feedback and introduce continuous improvement initiatives.
• Support digitalisation efforts and the adoption of tools/technologies to enhance business productivity.
• Track and measure process improvements, reporting outcomes and recommendations to management

Finance & Business Support

• Manage expense claims, reimbursements, and budget tracking on behalf of the CEO and MD.
• Prepare, review, and consolidate financial reports, presentations, and analysis as requested.
• Liaise with department heads to ensure compliance and timely submission of reports. 
• Monitor progress on strategic initiatives, follow up on delegated tasks, and provide status updates to ensure alignment with CEO priorities

Stakeholder & Relationship Management

• Build strong relationships with internal teams, clients, and external partners.
• Represent the executive office professionally, upholding company values.
• Facilitate cross-departmental communications to ensure alignment with executive priorities. 
• Assist in internal communications, recognition initiatives, and culture-building activities to reinforce the CEO’s leadership message.

Confidential & Ad-Hoc Support

• Willingness to occasionally support outside standard hours to accommodate CEO requirements or international time zones. 
• Handle confidential documents and information with the utmost discretion.
• Provide personal assistance where required, including appointments, insurance related matters and errands.
• Undertake ad-hoc projects, research, and special assignments as directed by the executive.

Required Skills and Experience

• Proven experience as an executive assistant, personal assistant, or in a finance-support role.
• Strong organizational and multitasking abilities with excellent attention to detail.
• High level of discretion, integrity, and professionalism.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite; experience with finance systems/software is advantageous.
• Ability to work independently, adapt quickly to change, and thrive in a fast-paced environment.

Key Competencies

• Proactive problem-solver with resourcefulness and initiative.
• Strong interpersonal and stakeholder management skills.
• Trusted with handling sensitive and confidential information.
• Business acumen with confidence in finance-related tasks.

Special Requirements

• Some travel may be required.

- Manage and maintain executive calendars and travel arrangements. - Coordinate logistics for business trips, events, and conferences. - Serve as a liaison for internal and external stakeholders. - Draft, review, and manage correspondence and reports. - Organize and coordinate meetings, including agenda setting and minute-taking. - Analyze workflows and administrative processes for improvement. - Manage expense claims, reimbursements, and budget tracking. - Prepare and consolidate financial reports and presentations. - Build strong relationships with internal teams, clients, and partners. - Handle confidential documents and information with the utmost discretion. - Provide ad-hoc support and personal assistance as directed. - Proven experience as an executive assistant, personal assistant, or in a finance-support role. - Strong organizational and multitasking abilities with excellent attention to detail. - High level of discretion, integrity, and professionalism. - Proficient in Microsoft Office Suite; experience with finance systems/software is advantageous. - Ability to work independently, adapt quickly to change, and thrive in a fast-paced environment.