The role of an Executive Assistant is a crucial one, requiring a high level of discretion, organizational skills, and attention to detail. The ideal candidate will be able to effectively manage the Chief Executive's time, prioritizing tasks and ensuring that deadlines are met.
Key responsibilities include managing sensitive matters with confidentiality, preparing complex documents and presentations, and providing administrative support to the senior leadership team. Strong communication and interpersonal skills are essential for success in this role.
Main Duties and Responsibilities:
1. Confidentiality and Discretion: Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the business.
2. Diary Management: As required, sustain a daily calendar of meetings and events for the Chief Executive.
3. Document Preparation: Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents specified by the Chief Executive in support of objectives for the organization.
4. Information Gathering: Research and produce ad hoc briefings at the request of the Chief Executive.
5. Project Management: Manage and complete ad hoc projects as assigned by the Chief Executive.
6. Stakeholder Engagement: Proactively ensure that Senior Management Team (SMT) members have provided information/updates/progress reports/completed actions in advance of meetings and to agreed deadlines for the review of the Chief Executive.
7. Travel Arrangements: Arrange travel and accommodations for the Chief Executive. Prepare their expense reports.
8. Financial Management: Monitor and act on behalf of the Chief Executive in reviewing Executive leave/expenses/invoices and approve on behalf of the Chief Executive once signed off.
9. Communication: Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
10. CORRESPONDENCE : Draft and prepare correspondence for internal announcements, board meetings, and organizations that the Chief Executive is involved with.
11. Contact Management: When required, manage the Chief Executive's contacts and outlook inbox.
12. Presentation Support: Assist in preparing and managing presentations.
13. Time Management: Be responsive to emails/texts/phone calls, with contact outside normal business hours.
14. Guest Services: Welcoming guests by greeting them, in person or on the phone, answering or directing inquiries.
15. C-Level Support: Use discretion, confidentiality, and good judgment to manage C-Level matters.
16. Company Representation: Represent the company and the Chief Executive in a positive light through great follow-through skills and sound judgment.
17. Time Conservation: Conserve the Chief Executive's time by reading, researching, collecting, and analyzing information as needed, in advance.
18. Ad Hoc Projects: Complete ad hoc projects as assigned.
19. Calendar Management: Organize complex calendar and schedules, resolving any scheduling issues.
20. Board Support: Scheduling, organizing, and when required, cover the minuting for the Trustee Boards and Committees.
21. SMT Meetings: Schedule, agenda, and minute SMT and all team meetings and Away Days.
22. Meeting Administration: Managing/Administering for Board/Committee/Executive Team meetings and ensuring papers are received and distributed in advance to agreed timelines.
23. Complaint Management: Monitor and manage timely responses to Complaints that are escalated to the Chief Executive.
24. Regulatory Compliance: Ensure the Regulator, Political, Government, and key Chief Executive Stakeholder information is maintained and updated.
],