EXECUTIVE ASSISTANT
ROLE SUMMARY
The Executive Assistant provides comprehensive administrative and strategic support to McAvoy C-Suite leadership team.
1. JOB PURPOSE
To manage schedules, coordinate meetings, handle confidential information, prepare reports and presentations, and act as a liaison between executives, employees, clients, and external stakeholders.
2. KEY RESPONSIBILITIES
Administrative Support
Manage C-Suite calendars, appointments, and travel arrangements
Organise meetings and events
Prepare agendas, meeting materials, and minutes of meetings
Screen and prioritise correspondence, emails, and phone calls
Communication & Coordination
The primary point of contact for internal and external stakeholders
Draft, edit, and proof-read correspondence, reports, and presentations
Coordinate communication between departments and C-Suite
Project & Office Management
Track deadlines and follow up on action items
Assist with special projects and strategic initiatives
Maintain filing systems and confidential records
Monitor office supplies
Travel & Event Management
Arrange travel for C-Suite and Board
Prepare travel itineraries and expense reports
Coordinate executive events, board meetings, and corporate functions.
Confidentiality & Professionalism
Handle sensitive information with discretion
Maintain confidentiality regarding business operations, personnel matters, and executive decisions
3. KEY SKILLS AND COMPETENCIES
Excellent verbal and written communication
Strong organisational and time-management skills
High attention to detail and accuracy
Problem-solving and decision-making ability
Ability to multitask and work under pressure
Strong interpersonal and relationship-building skills
Minute-taking and report-writing skills
4. QUALIFICATIONS AND EXPERIENCE
Experience in executive support, administration or office management
Experience supporting senior executives and/or leadership teams
Experience managing complex schedules and multiple priorities
Understanding of business operations and corporate governance.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Canva, Outlook).
Familiarity with collaboration tools such as Microsoft Teams and/or Zoom
Behavioural Competencies
External Focus: Builds strong relationships with C-Suite, Board, colleagues, clients, and external partners by proactively identifying needs and anticipating requirements. Demonstrates sound commercial awareness and a commitment to delivering exceptional support and service.
Influencing: Develops and maintains effective working relationships with key stakeholders at all levels. Uses professionalism, credibility, and discretion to influence outcomes, facilitate collaboration, and ensure the successful delivery of business objectives.
Initiative: Works proactively with minimal supervision, taking ownership of responsibilities and identifying opportunities to improve processes and efficiency. Demonstrates resilience, resourcefulness, and a strong commitment to achieving high-quality results.
Team Player: Contributes positively to team success and willingly supports colleagues and wider business activities when required. Builds trust through integrity, reliability, and a collaborative approach, fostering strong working relationships across McAvoy. Demonstrates honesty, loyalty and commitment.
Effective Communication Skills: Communicates confidently and effectively with a wide range of audiences, adapting style and approach as appropriate. Produces high-quality written communications, reports, presentations, and correspondence while maintaining professional and effective communication channels Consistently presents a professional image and promotes McAvoy brand
5. REPORTING STRUCTURE
Reports to: Chief Executive Officer
6. GENERAL
Work with the wider McAvoy Team to effectively represent and grow the business and contribute to the culture of innovation and continuous improvement
Promote and ensure a safe working environment, ensuring compliance with housekeeping rules and health and safety legislation
OUR COMMITMENT
McAvoy is an employer of choice for people from different backgrounds and seeks to promote respect for the individual and equality of opportunity. We passionately believe that everyone should be treated solely on the basis of personal merit and contribution throughout their career with the Company. The diversity of our people, their skills and abilities are the strengths that help us achieve our best.