Executive Assistant, CEO Office

Job Purpose

The Executive Assistant provides administrative and coordination support to the Chief Executive Officer (CEO) to ensure the smooth-running of the CEO Office.

The role supports the CEO in managing schedules, meetings, correspondence, documentation and follow-up matters, and also provides administrative support for Board and Management-related activities.

This is primarily a coordination and administrative support role and does not carry independent decision-making authority on behalf of the CEO or Board.

Key Responsibilities

1. CEO Administrative Support

• Manage the CEO’s calendar, appointments and meeting schedule.
• Coordinate internal and external meetings and ensure the CEO is kept updated on upcoming appointments and priorities.
• Prepare meeting materials, documents and basic briefing information as required.
• Assist with drafting and formatting routine correspondence, letters, presentations and reports.
• Maintain proper filing and records for the CEO Office.
• Handle confidential and sensitive information with appropriate discretion.

2. Meeting Coordination and Follow-Up

• Coordinate Management, EXCO, Board and other meetings as assigned.
• Prepare meeting schedules, agendas and supporting documents.
• Consolidate papers and ensure documents are circulated to the relevant parties on time.
• Take meeting notes or minutes where required.
• Maintain an action-item tracker and follow up with the relevant departments on outstanding matters.
• Keep the CEO updated on important deadlines and pending follow-ups.

3. Board Administrative Support

• Provide administrative support for Board, EXCO, AGM and other governance-related meetings.
• Coordinate with Board members and relevant internal stakeholders on meeting arrangements and documentation.
• Maintain Board-related records, contact information and meeting documents.
• Assist with administrative submissions and updates to relevant authorities where required.
• Work closely with the relevant internal officers on Board and governance matters.
• Ensure Board-related matters requiring attention or decision are promptly escalated to the CEO.

The role provides administrative support only and does not independently interpret governance requirements or make decisions on behalf of the Board or CEO.

4. Correspondence and Stakeholder Coordination

• Screen and coordinate routine correspondence for the CEO Office.
• Liaise with internal departments, external stakeholders, agencies and partners on administrative matters.
• Ensure important correspondence is brought to the CEO’s attention promptly.
• Track requests and follow up with the relevant parties where necessary.

5. Travel, Claims and General Administration

• Coordinate travel arrangements, transport, accommodation and itineraries when required.
• Assist with CEO expense claims, reimbursements and other administrative submissions.
• Coordinate hospitality, visitors and external meetings where necessary.
• Support the CEO Office with general administrative duties.

6. Projects and Other Support

• Assist the CEO in coordinating simple cross-departmental projects and follow-up matters.
• Maintain trackers, timelines and status updates for matters assigned by the CEO.
• Assist in preparing basic reports, presentations and information summaries.
• Perform other administrative and coordination duties assigned by the CEO.

Requirements

• Diploma or Degree in Business Administration, Management, Secretarial Studies or a related discipline.
• Preferably 3-5 years of experience in executive, personal assistant, secretarial or administrative support.
• Strong organisational and coordination skills.
• Good written and spoken English.
• Proficient in Microsoft Office, including Outlook, Word, Excel and PowerPoint.
• Able to manage multiple deadlines and follow up independently.
• Professional, discreet and comfortable handling confidential information.
• Good interpersonal skills and able to communicate with senior management, Board members and external stakeholders.
• Experience in healthcare, charity or social service organisations would be an advantage but is not essential.

Reporting Line

Reports to: Chief Executive Officer