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MD, analyse workflows, administrative processes, and reporting mechanisms where they are identified as inefficient or outdated.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