Executive Assistant to the Chief Executive Officer (CEO)

The Executive Assistant provides high-level support to the CEO, with responsibility for protecting the CEO’s time, managing priorities, coordinating engagements, tracking decisions and delegated actions, and ensuring timely follow-through across the organization. The role serves as a central coordination point for the CEO’s Office, proactively anticipating requirements, prioritizing requests, and ensuring the CEO is adequately prepared for important meetings, decisions, and engagements. Responsibilities - Manage the CEO’s calendar end-to-end, including internal and external meetings, appointments, and engagements. - Assess and prioritize meeting requests based on urgency, purpose, participants, and relevance to CEO priorities. - Act as gatekeeper for the CEO’s calendar and appropriately filter, redirect, or reschedule requests. - Anticipate and proactively resolve potential scheduling conflicts. Ensure meeting requests contain sufficient context, expected outcomes, participants, and supporting materials. - Prepare and circulate agendas, briefing notes, and materials ahead of meetings. Take or coordinate meeting minutes and track follow-up actions to completion. - Manage the CEO’s email inbox through daily review, triage, and prioritization. Categorize correspondence requiring CEO action, information, delegation, or follow-up. - Flag urgent, sensitive, and high-priority matters requiring the CEO’s attention. Draft, proofread, and send correspondence on behalf of the CEO. - Track outstanding emails, requests, and approvals and ensure timely follow-up. Maintain confidentiality and sound judgement when handling sensitive information. - Coordinate local and international travel, including flights, hotels, visas, and itineraries. Prepare and process CEO-related requisitions, refunds, and reimbursements. - Liaise with Finance/Accounts and relevant stakeholders regarding CEO-related payments and reimbursements. - Handle appointments, correspondence, filing, and maintenance of executive records. Support the CEO on special projects and assignments as delegated. - Track actions arising from Board, CEC, and Management meetings and follow up with responsible stakeholders. - Coordinate scheduling and logistics for Management Team, CEC, Finance Committee, and other senior-level meetings. - Prepare materials, reports, and presentations for Board, Management, and Executive Committee meetings. - Coordinate with the Company Secretary, Board members, and other stakeholders on matters requiring CEO input. - Prepare daily or weekly summaries of meetings, priorities, pending decisions, and outstanding actions. Anticipate the CEO’s information and administrative requirements. Requirements - Bachelor’s degree in Business Administration, Management, Social Sciences, Communications, or a related discipline. - Minimum of 3–5 years’ experience providing executive support to a CEO, MD, ED, or other C-suite executive in a fast-paced organization. - Demonstrated experience managing complex executive calendars. - Experience managing high-volume executive correspondence. Experience coordinating executive travel. - Experience managing approvals and multiple competing priorities. - Excellent written and oral communication skills. - Advanced calendar and inbox management capability. - Ability to work quickly and accurately under pressure. - Strong organizational and time-management skills. - High level of discretion and confidentiality. - Strong anticipatory thinking and problem-solving abilities. - Proficiency with Microsoft Office and relevant digital tools. Required Skills Executive Assistance & Executive Calendar Management, Inbox Management, Executive Correspondence, Meeting Coordination, Minute Taking, Executive Travel Management, Corporate Governance Awareness, Stakeholder Management, Confidentiality & Discretion, Oral Communication, Written Communication, Time Management