Executive Assistant

JOB DESCRIPTION

Executive Assistant

1. Job Purpose

To provide high-level administrative, organizational, and operational support to the Executive Vice Chairman, ensuring the efficient management of daily activities, schedules, correspondence, meetings, travel arrangements, financial administration, and confidential records. The role requires sound judgment, discretion, initiative, and the ability to coordinate multiple priorities while maintaining professional standards and confidentiality.

2. Key Responsibilities

• Manage the Day-to-day administration, schedules, meeting diaries.
• Coordinates calendar, meetings (virtual and face-to-face) and travel arrangements.
• Update calendar daily and print every two (2) days
• Design, plan and execute special events.
• Interacts professionally with all business stakeholders, support processes and activities to ensure the efficient completion of tasks and deadlines are met.
• Compile and issues report and documents for meetings.
• Collaborate with stakeholders to ensure attendees are adequately prepared for meetings.
• Ability to manage multiple tasks simultaneously with timely follow-up, and meeting deadlines with shifting priorities.
• Provide daily updates and metrics reports on projects and activities.
• Maintain office services by organizing operations and procedures to ensure the efficient delivery of correspondence and transportation as required.
• Manage social media updates
• Fill-in for executive assistants as required
• Effectively and confidentially manage all related administrative functions including:
  • Taking and filtering phone calls;
  • Printing and binding documents
  • Receiving board reports
  • Coordinate and schedule conference calls, video conferences and meetings;
  • Maintain and update electronic diary and print weekly updates
  • Arrange daily lunches
  • Compiling and disseminating business and private correspondence;
  • Compiling minutes and following up on required actions;
  • Maintaining electronic and paper records management; filing at General Accident
  • Submit receipts / invoices for reimbursement;
  • Manage credit card reimbursements and payments, including yacht club
  • Assist in successfully implementing special programs;
  • Ensure the Executive Vice Charman’s laptop is backed up and the Personal IT application is operational
  • Ensure all activities align with standard business policies and procedures
  • Send official documents by courier as required coordinate and distribute official documents for signature by Directors on and off site
  • Manage electronic signature (written approval to be sought, received and logged)
  • Send official documents by courier as required
  • Manage petty cash; disperse cash, ensure receipts are collected and balance weekly float
  • Coordinate weekly cash for the Executive Vice Chairman and other directors are required
  • Compile documents for annual tax payments
  • Ensures local and international health insurance premiums are paid and submit claims for processing for the Executive Vice Chairman and his family.

TRAVEL MANAGEMENT RESPONSIBILITIES

• Prepare monthly travel log
• Coordinate commercial travel requirements as needed
• Schedules corporate travel ensure all passengers are listed in portal, request and submit passenger passports to Pilots and advise Pilots of special messages for flights
• Complete travel forms to countries as necessary and provide completed documents to pilots
• Arrange accommodation and transportation for passengers and pilots and execute cancellations as required
• Coordinate drop-off and pick up at the Airport
• Action travel notification for credit cards
• Request trip itinerary for trips and notify passengers
• Action travel notification for credit cards before date of departure
• Assist with passport and visa renewals
• Coordinate cash for trips as needed
• Make commercial travel reservations with Travel Agent as required, ensure invoices are received and paid in a timely manner.

3. Knowledge, Skills and Abilities

• Excellent organizational, administrative, interpersonal, and multitasking skills.
• Strong analytical skills, attention to detail, and a data-driven approach to reporting and problem-solving.
• Excellent written and verbal communication skills.
• Strong planning, scheduling, coordination, and time-management abilities.
• Ability to manage competing priorities, exercise initiative, and meet deadlines in a fast-paced executive environment.
• Demonstrated professionalism and the ability to engage effectively with individuals from diverse backgrounds.
• Strong customer service orientation and commitment to quality and operational excellence.
• Ability to handle confidential and sensitive information with discretion and integrity.
• Methodical approach to problem-solving, recordkeeping, and administrative controls.
• Strong computer skills, including proficiency in Microsoft Office and Google Workspace.
• Ability to prepare professional reports, correspondence, meeting documents, and presentations.
• Sound judgment, reliability, adaptability, and the ability to work independently and collaboratively.

4. Education, Experience and Certifications

• An undergraduate degree in Business Administration or a related discipline.
• A minimum of three years’ practical experience in executive assistance, administrative management, office administration, or a related field, with a demonstrated track record of effective administrative support and office management.
• Demonstrated experience in calendar management, meeting coordination, document preparation, records management, and stakeholder engagement.
• Experience handling confidential information and coordinating financial or expense-related administrative activities is an advantage.
• Proficiency in Microsoft Office and Google Workspace.

5. Performance Expectations

Performance in this role is assessed against the following key areas:

• Executive support and scheduling: Accuracy of calendar management, meeting coordination, and preparation of executive materials.
• Timeliness and follow-up: Completion of assigned tasks, reports, and action items within agreed deadlines.
• Accuracy and quality: Reliability of correspondence, reports, records, expense documentation, and meeting minutes.
• Confidentiality and compliance: Adherence to confidentiality requirements, company policies, records management standards, and internal controls.
• Operational efficiency: Effective coordination of office services, events, travel, courier arrangements, and administrative processes.
• Financial accountability: Timely submission of receipts, accurate petty cash reconciliation, and appropriate documentation of payments and reimbursements.
• Stakeholder service: Professional communication, responsiveness, and effective coordination with executives, Directors, employees, and external stakeholders.
• Initiative and problem-solving: Ability to anticipate executive needs, manage competing priorities, and recommend practical administrative improvements.