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MD, analyse workflows, administrative processes, and reporting mechanisms where they are identified as inefficient or outdated.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.