Executive Assistant, Senior Executive – I

Executive Assistant, Senior Executive – I

Role Purpose To provide high-level administrative, organizational, and strategic support to assigned Executives and their teams. This role serves as a professional gatekeeper and coordinator, ensuring that daily operations run smoothly within a fast-paced corporate environment. The ideal candidate is a resilient individual contributor who thrives on precision, discretion, and effective stakeholder management.

Roles & Responsibilities

Calendar & Meeting Coordination

• Diary Management: Proactively manage complex calendars for assigned Executives, balancing internal requirements with external engagements.

• Meeting Preparation: Act as the primary coordinator for meetings; liaising with attendees, securing venues, and ensuring all necessary materials and technical requirements are prepared in advance.

• First Point of Contact: Manage incoming communications with professional credibility, acting as a filtered gateway for the Executive team.

Administrative & Operational Support

• General Administration: Provide ongoing organizational support to the broader team, ensuring all administrative workflows are executed efficiently.

• Travel & Logistics: Coordinate comprehensive travel itineraries and accommodations in partnership with the in-house travel team; manage the subsequent tracking and processing of expenses.

• Systems Management: Devise and maintain robust office systems, including digital data management, filing structures, and process improvements.

Collaboration & Professionalism

• Stakeholder Relations: Build and maintain strong, productive working relationships with both internal colleagues and external partners at all levels.

• Ad Hoc Support: Execute various “buddy” cover duties for peers and assist with special projects as required by the business.

• Discretion: Maintain absolute confidentiality and professional decorum when handling sensitive corporate information.

Skills & Experience

• Education: Bachelor’s degree or equivalent qualification in Management or a related business field.

• Experience: Minimum of 3 years in a dedicated administrative or business management role, ideally supporting senior leadership.

• Communication: Exceptional written and verbal communication skills in clear, well-articulated English.

• Technical Proficiency: Expert knowledge of MS Office 365, with a specific focus on advanced document creation and scheduling tools.

• Core Competencies:

  • Organizational Mastery: Exceptional attention to detail with the ability to prioritize a high volume of tasks effectively.

  • Resilience: Proven ability to exercise sound judgment and perseverance in a fast-paced, high-pressure environment.

  • Team Synergy: A collaborative player who learns quickly, takes direction well, and can work independently when necessary.

  • Analytical Aptitude: Strong literacy and numerical skills for reviewing reports and managing expenses.

• Flexibility: A willingness to work in shifts and extend working hours to meet executive requirements when necessary.