Executive Assistant

Role:  Executive Assistant – 4 Days a Week

Reports to: CEO

Direct Reports: None

Working Relationship:

Purpose of Role:

We are seeking an experienced and professional Executive Assistant to provide high-level support to our CEO/CRIO/Founder. The Executive Assistant will play a crucial role in managing the CEO/CRIO’s day-to-day activities, facilitating effective communication, arranging meetings, managing meeting minutes and ensuring the smooth operation of the executive office.

The Executive Assistant would also support the other senior leaders (SLT) in the business on travel arrangements & supporting meeting arrangements.

Key Responsibilities

Calendar and Schedule Management:

• Manage the CEO/CRIO’s/founders’ calendar, schedule meetings, and coordinate appointments.
• Prioritise and schedule events, ensuring efficient use of the CEO/CRIO’s time.
• Provide timely reminders and prepare necessary materials for meetings.
• Ensure all aspects of travel are arranged including accommodation, transfers, Visa/entry requirements etc.

Travel and Logistics:

• Arrange travel itineraries, including flights, accommodations, and ground transportation.
• Coordinate logistics for business trips, conferences, and events.
• Prepare travel expense reports and ensure timely reimbursement.

Communication and Correspondence:

• Act as the primary point of contact for internal and external communications.
• Draft and edit emails, memos, presentations, and other documents on behalf of the CEO/CRIO/Founder.
• Manage and prioritise incoming correspondence, including phone calls and emails.
• Ability to build or coordinate business presentations for CEO & CRIO.

Meeting Coordination and Support:

• Schedule, prepare agendas, and coordinate logistics for executive team meetings and board meetings.
• Take meeting minutes and distribute action items.
• Assist with the preparation of presentations, reports, and other materials for meetings.

Confidentiality and Discretion:

• Handle sensitive and confidential information with the utmost discretion.
• Maintain confidentiality of executive-level discussions, decisions, and documents.

Relationship Management:

• Build and maintain positive relationships with internal and external stakeholders.
• Liaise with key stakeholders, including board members, clients, and partners.
• Coordinate and schedule executive-level meetings and events.

Miscellaneous Administrative Support:

• Conduct research, compile data, and prepare reports as requested.
• Assist with special projects and initiatives as assigned.
• Manage office supplies, equipment, and other administrative tasks.

Events Management

• Conduct research on venue’s schedules and bookings of key business events.
• Mange events ensuring every detail is covered.
• Coordinate invites and agenda’s.

Qualifications and Skills:

• Bachelor’s degree in business administration, communications, or a related field (or equivalent experience).
• Proven experience (5+ years) as an Executive Assistant or similar role, supporting C-level executives.
• Exceptional organisation skills ensure all details are covered.
• Highly responsive and ability to prioritise.
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• Advanced proficiency in MS O365.
• Advanced ability on MS Powerpoint.
• Ability to multitask, prioritise, and manage deadlines effectively.
• High level of professionalism, integrity, and discretion.
• Exceptional attention to detail and accuracy.
• Ability to work independently and handle sensitive information with confidentiality.