Executive Assistant

Job Purpose:

To provide high-level executive support to the CEO by managing schedules, communications, documentation, and follow-ups, ensuring effective coordination, confidentiality, and smooth execution of executive, strategic, and organizational activities.

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Accountabilities:

Executive Support & Priority Management:

Manage and organize the CEO's daily agenda, appointments, meetings, and official engagements.

Coordinate internal and external executive meetings, conferences, and business events.

Monitor priorities assigned by the CEO and ensure timely follow-up on decisions and action items.

Act as a central coordination point between the CEO and internal departments to ensure alignment and timely communication.

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Meetings & Executive Documentation:

Attend executive and management meetings and prepare accurate minutes of meetings.

Prepare meeting agendas, presentations, reports, and executive briefing materials.

Ensure proper documentation, archiving, and retrieval of executive records and correspondence.

Maintain organized and confidential electronic and hard-copy filing systems.

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Communication & Correspondence Management:

Receive, screen, prioritize, and respond to incoming calls, emails, and correspondence on behalf of the CEO when required.

Draft, review, and manage outgoing correspondence in a professional and accurate manner.

Coordinate communication with internal teams, clients, partners, and external stakeholders.

Ensure timely handling of urgent matters, including responsiveness outside normal business hours when necessary.

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Confidentiality & Information Control:

Handle sensitive and confidential information with the highest level of discretion and professionalism.

Ensure information security and confidentiality in all executive related matters.

Control access to executive information and documents as directed by the CEO.

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Administrative & Office Support:

Support the CEO with administrative and organizational tasks to enhance efficiency and productivity.

Maintain accurate records related to executive approvals, communications, and decisions.

Support special projects and ad-hoc assignments as assigned by the CEO.

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Required Skills:

Strong executive support and administrative management skills.

Excellent organizational, planning, and time-management abilities.

High level of professionalism, discretion, and confidentiality.

Strong written and verbal communication skills.

Ability to prioritize tasks and manage multiple responsibilities effectively.

Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Very good command of English (written and spoken).

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Required Education:

A bachelor's degree in a relevant field, preferably Business Administration or Commerce.

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Minimum Required Experience:

46 years of experience in an Executive Assistant, or similar role supporting senior management or executive leadership.