Executive Assistant To The CEO

Job Summary

The Executive Assistant to the CEO provides high-level administrative, operational, and strategic support to ensure the effective functioning of the CEO's office. The role requires exceptional organizational skills, discretion, and the ability to manage complex schedules, communications, and stakeholder engagements.

Department: Executive Office

Reports to: Chief Executive Officer (CEO)/MD

The Executive Assistant acts as a central coordination point between the CEO and internal/external stakeholders, while also representing the CEO in selected meetings and follow-ups.

KEY RESPONSIBILITIES

A. Executive Support & Coordination

• Provide comprehensive administrative and operational support to the CEO.
• Act as a liaison between the CEO and internal departments, partners, and external stakeholders.
• Support in tracking strategic priorities, action items, and key deliverables.

B. Calendar & Appointment Management

• Manage and maintain the CEO's calendar, ensuring efficient scheduling and prioritization.
• Coordinate internal and external appointments, meetings, and events.
• Ensure proper time allocation based on strategic priorities and urgency.

C. Email & Communication Management

• Manage and screen incoming emails on behalf of the CEO.
• Draft, review, and respond to emails and correspondence as appropriate.
• Ensure timely communication and follow-up on key matters.

D. Meeting Management & Agenda Coordination

• Plan, organize, and coordinate executive meetings.
• Prepare and circulate meeting agendas aligned with key priorities.
• Ensure all required documents and materials are prepared in advance.

E. Minutes of Meeting (MoM) & Follow-Up

• Accurately record Minutes of Meeting (MoM), including key discussions, decisions, and action points.
• Track and follow up on action items to ensure timely execution.
• Maintain proper documentation and filing of meeting records.

F. Stakeholder & Guest Management

• Coordinate and manage visits of external guests, partners, and stakeholders.
• Ensure proper reception, logistics, and engagement during visits.
• Maintain professional relationships with key stakeholders.

G. Representation & Delegation Support

• Represent the CEO in meetings, discussions, and follow-ups as delegated.
• Communicate key messages, decisions, and feedback on behalf of the CEO.
• Ensure alignment and clarity across teams following CEO directives.

H. Administrative & Operational Support

• Organize travel arrangements, logistics, and itineraries for the CEO.
• Maintain confidential records and sensitive information with discretion.
• Support ad hoc tasks and strategic initiatives as assigned.

KEY COMPETENCIES

• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• High level of professionalism, confidentiality, and discretion.
• Ability to multitask and prioritize in a fast-paced environment.
• Strong attention to detail and problem-solving ability.
• Stakeholder management and interpersonal skills.

QUALIFICATIONS & EXPERIENCE

• Bachelor's degree in Business Administration, Management, Communications, or related field.
• Minimum of 3-5 years of experience in executive support, administration, or similar roles.
• Experience supporting senior leadership or C-level executives is highly preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and communication tools.

KEY PERFORMANCE INDICATORS (KPIs)

• Timeliness and accuracy of calendar and meeting management.
• Effectiveness of communication and follow-up.
• Quality and clarity of meeting agendas and MoMs.
• Stakeholder satisfaction and coordination efficiency.
• Ability to manage priorities and support CEO productivity.

SUCCESS PROFILE

The ideal candidate is highly proactive, detail-oriented, and trustworthy, with the ability to anticipate needs, manage complexity, and act as a reliable extension of the CEO's office.

Skills Required:

• Communication / Pr / Journalism
• Sales / Marketing / Business / Management