Overview of the Role
The Senior Executive Assistant will provide high-level administrative and strategic support to the Executive Leadership Team (ELT) and assigned executives, ensuring:
- Disciplined email management and prioritisation.
- Proactive calendar control and maintenance of business rhythms.
- Rigorous meeting preparation and follow-through.
- Seamless travel and event coordination.
- Governance-compliant information handling and confidentiality.
- Effective use of technology and digital tools to streamline workflows, automate routine tasks, and enhance efficiency across the EA function.
Main duties include:
Strategic Support, Alignment & Leadership
- Act as a strategic filter for requests, ensuring alignment with executive priorities and organizational goals.
- Provide concise summaries of key issues, options, and recommendations for executive decision-making.
- Build and maintain trusted relationships with ELT members and key stakeholders; act as a reliable point of contact and ensure timely, accurate responses to inquiries.
- Represent executives professionally in all interactions, fostering confidence and collaboration across internal and external networks.
- Anticipate strategic needs and provide insights that support decision-making and long-term planning.
Email & Communication Management
- Daily inbox triage for assigned executives.
- Acknowledge stakeholder emails in a timely manner, respond promptly to meeting requests, and maintain a clear confirmation trail; ensure all meetings include context and preparation, and keep contact lists updated monthly.
- Maintain structured folders and categories.
- Forward finance-related receipts to Billing and file per policy; maintain version control and audit trail.
- Email travel and accommodation confirmations at least a week prior and update where changes are relevant
- Draft, proof, and send professional communications; uphold privacy and confidentiality.
Calendar & Scheduling
- Proactively manage executive calendars 3–4 weeks ahead; avoid conflicts and anticipate trade-offs.
- Maintain calendar hygiene: weekly review, consistent naming conventions, and 12-month lookahead for recurring meetings.
- Schedule/reschedule internal and external appointments; respond to cancellations or changes within 24 hours.
- Prepare and send agendas and materials at least 1 week prior; confirm attendance and tech requirements.
- Maintain recurring rhythms for assigned executives and Calendar Manager.
Meeting Coordination & Documentation
- Prepare agenda templates and follow-up actions; ensure presentation of first drafts delivered 48–72 hours before deadlines with 90%+ approval on first-round drafts.
- Coordinate RevCo Monthly rhythms.
- Record meetings when required; maintain action logs and follow up within 24 hours; ensure template consistency and daily follow-up on actions.
- Create and maintain standard capture tools for agendas, minutes, and actions.
Travel & Event Coordination
- Organise end-to-end travel itineraries (flights, accommodation, ground transport) with approved providers; confirm bookings within 48 hours and deliver at least 1 week prior before departure.
- Maintain Travel folder for confirmed itineraries, monitor changes, cancellations, and contingencies.
- Plan venues and catering for events/planning days; manage dietary requirements and budgets; liaise with internal/external contacts.
- Coordinate external meeting rooms/hot desk bookings across sites for executives and stakeholders.
Business Rhythm & Planning
- Establish and maintain clear communication cadences for recurring business rhythms.
- Quarterly/Annual ELT Planning: manage pre-read and pre-work reminders, collate logistics (venue, accommodation, flights, attendees, catering, AV, setup).
- Town Hall management: diarise and maintain quarterly cadence; prepare materials and comms; ensure readiness and follow-up.
- Maintain enterprise calendar elements and templates.
- Ensure stakeholders are informed, engaged, and prepared for their involvement through timely updates and structured communication
Project & Task Tracking & Technology
- Use a central and efficient task tracking tools (MS Planner, Microsoft Loop, Monday.com, and SharePoint) to track tasks and deliverables; maintain active tracker for 100% of projects/tasks with no overdue dates.
- Zero overdue tasks daily; flag blockers as soon as possible.
- Provide weekly status updates and end-of-day summaries to executives as required.
- Leverage automation/AI and digital tools to reduce manual workload and improve accuracy.
- Adhere to all deadlines (100% compliance); maintain professional representation in all communications; secure positive feedback monthly.
Financial & Budget Oversight
- Track budgets for events, travel, and departmental activities; reconcile expenses and prepare reports where required.
- Liaise with suppliers to secure competitive pricing and favorable terms for services and events.
Continuous Improvement & Innovation
- Regularly review workflows to eliminate bottlenecks and implement automation where possible.
- Respond quickly to emerging challenges, applying critical thinking and creative solutions to maintain operational flow.
- Adapt plans and priorities in response to shifting circumstances without compromising deadlines or quality.
- Stay ahead of emerging tools (AI assistants, workflow automation) and train executives on adoption.
Document & Information Management
- Ensure accurate filing, version control, and rapid retrieval of critical documents.
- Maintain confidentiality and privacy; apply governance protocols.
- Create SOPs for repeatable processes; identify and implement process improvements.
Risk Management
- Monitor and mitigate operational risks, ensuring compliance with legal, financial, and ethical standards.
- Maintain audit-ready documentation and prepare contingency plans for critical activities and events.
Requirements
- Proven experience as an Executive Assistant supporting senior executives or leadership teams in a complex, fast-paced environment.
- Advanced proficiency in Microsoft 365 suite (Outlook, Teams, SharePoint, Planner) and ability to leverage digital tools for workflow automation and efficiency.
- Exceptional organizational and time management skills, with the ability to manage multiple priorities and maintain accuracy under pressure.
- Proactive and anticipatory mindset—able to identify needs, solve problems, and take initiative without constant supervision.
- Strong decision-making and problem-solving skills, with adaptability to shifting priorities and deadlines.
- Excellent verbal and written communication skills, including drafting professional correspondence and preparing executive-level documentation.
- High level of confidentiality and governance awareness, ensuring compliance in handling sensitive information.
- Experience in travel and event coordination, including multiple locations / multiple-day events, budget tracking and vendor management.
- Comfort with technology and innovation, including willingness to adopt and champion new tools (AI assistants, workflow automation).
- Relationship-building skills, with the ability to represent executives professionally and collaborate effectively across all levels.
- Continuous improvement mindset, focused on streamlining processes and enhancing operational excellence.
Benefits
- Salary increments on the 6th and 12th months, with annual performance appraisals
- 500K per incident HMO coverage + Dental & Optical benefits
- Career growth opportunities
- 2-week paid Christmas vacation
- 25K Educational Assistance
- Referral bonuses
- Leave encashments
- Company savings plan
- Fixed Schedule of Mon-Fri from 7 AM to 4 PM
