Executive Assistant

The purpose of this role is to provide high-level administrative and organizational support to executives, ensuring efficient management of their offices as well as the teams they support. The role requires strong attention to detail, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

1. Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and events
2. Coordinate internal and external meetings across multiple stakeholders and time zones
3. Prioritize and adjust schedules to optimize time management
4. Act as the first point of contact for the executive
5. Work with the relevant stakeholders in preparing documents for review and sign off by the executive
6. Support stakeholders and the executive in proposal writing, liaise with mailing clerks to ensure timely dispatch of the same
7. Screen and manage emails, calls, and other communications
8. Draft, review, and manage correspondence on behalf of the executive
9. Prepare meeting agendas, materials, and presentations
10. Take minutes and track action items
11. Follow up on deliverables and deadlines
12. Arrange travel (flights, accommodation, transport, visas)
13. Prepare itineraries and ensure smooth travel logistics
14. Handle expense reports and reimbursements
15. Organize and maintain files, records, and documentation
16. Timely submission of partner timecards, managing and reporting of expenses, filing and archiving of documents
17. Oversee office management: manage office supplies and equipment, ensuring the Partner and manager workspaces are well resourced, clean, organized and functional.
18. Handle confidential information with discretion
19. Support day-to-day office operations as needed
20. Assist in planning and executing projects, track deadlines, and manage deliverables.
21. Liaise with internal teams, clients, and external parties
22. Maintain strong professional relationships
23. Coordinate projects or strategic initiatives as assigned
24. Support personal errands and tasks for the executive where required
25. Plan and participate in organizing events or corporate functions

1. 5 – 6 years’ experience in working with a C-Suite leader
2. Experience working in a very busy environment and demonstrated understanding of business principles
3. Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint), digital and AI tools
4. Diploma or Bachelor’s degree in a Business Administration, social studies or related field