Job Description

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