Executive Assistant

Job Description

Job Details

Job Title:

Executive Assistant / Administrative Assistant

Division:

Legal

Reporting Role:

Division Head / Department Head

Job Purpose 3

To assist in providing executive and administrative support to executives and/or senior management teams by implementing various assigned administrative tasks, coordinating their schedules and activities, ensuring smooth and efficient daily operations while supporting the facilitation of effective communication with internal and external stakeholders. F0195

Key Accountabilities

Description

Specialized Accountabilities

Assist in performing administrative tasks, including scheduling, diary management, travel arrangements, record-keeping, and expenses to ensure the optimal use of executives and/or senior management's time.

Coordinate the preparation of meeting materials, agendas, and briefings for executives and/or senior management, including tracking meeting outcomes and following up on action items, facilitating organized and productive discussions, and ensuring timely execution of decisions and tasks.

Support the drafting, reviewing, and proofreading of correspondence presentations, memos, communications, emails, etc., on behalf of executives and/or senior management, ensuring clarity, accuracy, and alignment with organizational objectives and messaging standards.

Assist in planning, executing, and tracking ad-hoc projects and initiatives as required, while supporting in monitoring progress and deadlines to ensure timely task completion and gathering data for reports and presentations.

Coordinate onsite and off-site meetings and assist with preparing and distributing materials and documentation in advance to all relevant stakeholders, facilitating seamless and productive discussions.

Compile minutes when requested by executives and/or senior management, supporting the accurate documentation of key points and decisions made during meetings.

Support the planning and coordination of events, seminars, conferences, etc., as required, facilitating successful execution to ensure successful gatherings.

Assist in upholding the highest level of discretion and confidentiality regarding sensitive information, fostering trust and integrity across the operations.

Support the establishment and maintenance of valuable relationships with key stakeholders while coordinating the facilitation of communication and collaboration