The Executive Assistant to the CEO provides comprehensive high-level administrative and strategic support to the Chief Executive Officer, ensuring the effective management of the CEO’s time, priorities, and communication. The role acts as a gatekeeper and liaison between the CEO and internal and external stakeholders, facilitating efficient operations within the Office of the CEO.
This position plays a critical role in enabling the CEO to focus on strategic priorities by managing administrative functions, coordinating projects and initiatives, maintaining confidentiality, and ensuring seamless communication and operational support.
Key Responsibilities
1. Executive Administrative Support

Provide high-level administrative and operational support to the CEO to ensure efficient day-to-day functioning of the Office of the CEO.
Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
Screen and manage incoming communication such as emails, phone calls, and correspondence.
Act as a gatekeeper to ensure the CEO is informed of key priorities while filtering non-essential communication.
Draft correspondence, reports, briefings, speeches, and presentations as required.
Prepare meeting agendas and supporting documentation.

2. Board and Governance Support

Coordinate Board and Committee meetings.
Prepare and distribute Board packs, reports, agendas, and minutes.
Record and maintain accurate minutes during Board and Committee meetings when required.
Ensure compliance with governance protocols and meeting deadlines.
Liaise with Board members and other stakeholders to ensure timely communication and responses.

3. Communication & Stakeholder Management

Serve as a primary point of contact for internal and external stakeholders engaging with the CEO.
Build and maintain effective relationships with Board members, executives, investors, partners, and other stakeholders.
Facilitate communication between the CEO and various internal departments.
Represent the CEO and the organisation professionally during engagements, events, and functions.

4. Project Coordination and Strategic Support

Support the CEO in coordinating and managing projects, initiatives, and special assignments.
Conduct research and analysis to support strategic decision-making.
Track progress on action items and strategic initiatives.
Provide analytical, research, and reporting support for CEO-led projects.

5. Travel & Event Management

Arrange domestic and international travel arrangements including flights, accommodation, transportation, and visas.
Prepare detailed travel itineraries and documentation for travel-related meetings.
Administer travel expense reports and documentation.
Accompany the CEO on travel when required.
Plan and coordinate executive meetings, workshops, events, and roadshows.

6. Office Management

Oversee the organisation and maintenance of the CEO office environment.
Manage office supplies and equipment, coordinating with vendors where required.
Manage incoming and outgoing correspondence, mail, and deliveries.

7. Budget Administration

Assist in monitoring and managing the CEO office budget.
Track expenses and process invoices.
Compile expense reports and provide financial updates where required.

8. Data and Document Management

Maintain and organise critical documents, reports, and presentations.
Ensure proper document version control and secure handling of sensitive information.
Support implementation of information management systems within the Office of the CEO.

9. Compliance and Governance

Ensure adherence to organisational policies, procedures, and regulatory requirements.
Maintain document control systems in accordance with governance and reporting standards.
Ensure appropriate authorisation processes are followed.

10. Health, Safety and Environment

Support compliance with Safety, Health, and Environmental (SHE) policies and procedures.
Promote a safe and healthy working environment within the office.

Key Challenges of the Role

Managing a highly demanding and dynamic executive schedule.
Aligning priorities with the CEO’s strategic objectives amidst competing demands.
Maintaining strict confidentiality and discretion when handling sensitive information.
Coordinating communication between the CEO, Board members, internal teams, investors, and external partners.
Exercising sound judgment when managing requests and commitments on behalf of the CEO.
Supporting the CEO during high-pressure situations or crisis management scenarios.