Executive Assistant

Job Summary:

We are seeking a highly organized and proactive Executive Assistant to support the CEO in business operations, strategic decision-making, and administrative tasks. The ideal candidate will be responsible for managing the CEOs communications, calendar, business presentations, confidential documents, travel arrangements, and network database. You will also assist in strategic analysis and growth initiatives, ensuring that the CEO is fully supported in their role.

Key Responsibilities:

1. Strategic Support: Assist the CEO in identifying key business drivers and opportunities for expansion and growth. Analyse market trends, competitive landscapes, and performance metrics to support strategic decision-making. Provide regular reports and dashboards summarizing financials, sales, and operational data. Prepare detailed presentations for internal and external meetings (board meetings, client meetings, etc.).

2. Communication Management: Manage and prioritize the CEO's phone calls, emails, and correspondence, ensuring timely and appropriate responses. Draft, review, and send generic and specific emails on behalf of the CEO while maintaining professionalism. Use tools like Mail Merge to facilitate sending bulk emails while ensuring confidentiality. Organize and compartmentalize emails and contacts based on priority, relevance, and confidentiality.

3. Calendar & Event Management: Manage the CEOs calendar, scheduling meetings, events, and appointments. Send timely reminders for upcoming meetings and events, ensuring the CEO is fully prepared with necessary documents and guidelines. Coordinate with associates and partners to schedule meetings, inform them of the CEO's availability, and share relevant meeting agendas. Maintain a record of both past and forthcoming events attended by the CEO and track key follow-ups.

4. Travel Coordination: Plan and organize travel itineraries, including booking tickets, hotel accommodations, and ground transportation. Maintain a detailed travel kit with essential documents, contact information, and meeting schedules for each trip. Coordinate logistics for domestic and international travel, ensuring all arrangements align with the CEOs schedule.

5. Document & Data Management: Maintain and structure a comprehensive database of the CEOs professional network, categorizing contacts by priority and relevance. Organize, store, and maintain the CEOs documents in a secure and structured manner, ensuring easy retrieval and access. Create folders and categorize emails and documents to facilitate seamless workflow management for the CEO. Ensure all documents are handled with utmost confidentiality and seek CEOs approval before any documents are discarded.

6. Meeting Coordination: Schedule and coordinate meetings with internal teams and external partners, ensuring that all logistics are handled efficiently. Prepare detailed agendas for meetings, capture minutes of meetings (MoM), and share them with relevant stakeholders post-meeting. Follow up on action items and deadlines as discussed in meetings to ensure timely completion.

7. Confidentiality & Compliance: Ensure complete confidentiality and discretion in all communications, data management, and meetings. Maintain a record of all office memos, important letters, and emails issued by the CEO. Safeguard sensitive information and adhere to compliance protocols for handling confidential data.

Skills & Qualifications: Education: Bachelor’s degree in Business Administration, Communications, or related field (preferred).

Experience: 5+ years of experience as an Executive Assistant, ideally supporting a C-suite executive.

Technical Skills: Proficiency in MS Office Suite (Excel, PowerPoint, Word).Experience with project management and CRM software. Knowledge of Mail Merge or similar tools for bulk email management.

Analytical Skills: Strong analytical ability to interpret financial, market, and performance data. Ability to create compelling business presentations and reports.

Communication Skills: Excellent written and verbal communication. Strong email drafting, editing, and proofreading abilities.

Organizational Skills: Outstanding organizational skills with a high attention to detail. Ability to prioritize and manage multiple tasks simultaneously.

Confidentiality: Demonstrated ability to handle sensitive and confidential information with discretion.

Key Attributes: Proactive, self-motivated, and able to work independently. Strong interpersonal skills with the ability to liaise with internal and external stakeholders. Excellent time management skills and the ability to prioritize workload under pressure. High level of professionalism and discretion at all times.