Executive Administrative Assistant

The Executive Administrative Assistant (EAA) provides high-level administrative and operational support to the CEO and the Managing Director. This role requires exceptional organizational skills, discretion, and the ability to operate in a fast-paced environment. Beyond traditional administrative responsibilities, the EAA plays a key role in driving process improvement initiatives across the organisation and acts as a trusted partner, enabling executives to focus on strategic priorities.

Key Responsibilities

Administrative & Calendar Management for CEO and MD

• Manage and maintain their calendars, including scheduling meetings, appointments, and making travel arrangements.


• Coordinate logistics for business trips, events, and conferences.


• Anticipate scheduling needs and ensure the executive is fully prepared for all engagements.

Communication & Correspondence

• Serve as a liaison between the CEO, MD and internal/external stakeholders.


• Draft, review, and manage correspondence, reports with accuracy and professionalism.

• Prepare briefing materials and ensure timely communication flow.


• Prepare and share the monthly Board Deck templates with all relevant internal stakeholders.


• Support preparation of board decks, client and partner presentations, and executive communications, ensuring accuracy and timeliness

Meetings & Events

• Organize and coordinate meetings, including agenda setting, preparation of materials, minute-taking, and follow-up actions.


• Assist in the planning and execution of corporate events, board meetings, and team activities.

Process Improvement

• As assigned by the CEO and MD, analyse workflows, administrative processes, and reporting mechanisms where they are identified as inefficient or outdated. 


• Collaborate with key stakeholders and present recommendations on the implementation of streamlined processes that improve accuracy, speed, cost recovery, and overall effectiveness by the appropriate team leaders.


• Collaborate with cross-functional teams to gather feedback and introduce continuous improvement initiatives.


• Support digitalisation efforts and the adoption of tools/technologies to enhance business productivity.


• Track and measure process improvements, reporting outcomes and recommendations to management
  

Finance & Business Support

• Manage expense claims, reimbursements, and budget tracking on behalf of the CEO and MD.


• Prepare, review, and consolidate financial reports, presentations, and analysis as requested.


• Liaise with department heads to ensure compliance and timely submission of reports. 


• Monitor progress on strategic initiatives, follow up on delegated tasks, and provide status updates to ensure alignment with CEO priorities
  

Stakeholder & Relationship Management

• Build strong relationships with internal teams, clients, and external partners.


• Represent the executive office professionally, upholding company values.


• Facilitate cross-departmental communications to ensure alignment with executive priorities. 


• Assist in internal communications, recognition initiatives, and culture-building activities to reinforce the CEO’s leadership message.

Confidential & Ad-Hoc Support

• Willingness to occasionally support outside standard hours to accommodate CEO requirements or international time zones. 


• Handle confidential documents and information with the utmost discretion.


• Provide personal assistance where required, including appointments, insurance related matters and errands.


• Undertake ad-hoc projects, research, and special assignments as directed by the executive.
  

Required Skills and Experience

• Proven experience as an executive assistant, personal assistant, or in a finance-support role.


• Strong organizational and multitasking abilities with excellent attention to detail.


• High level of discretion, integrity, and professionalism.


• Excellent written and verbal communication skills.


• Proficient in Microsoft Office Suite; experience with finance systems/software is advantageous.


• Ability to work independently, adapt quickly to change, and thrive in a fast-paced environment.

Key Competencies

• Proactive problem-solver with resourcefulness and initiative.


• Strong interpersonal and stakeholder management skills.


• Trusted with handling sensitive and confidential information.


• Business acumen with confidence in finance-related tasks.

Special Requirements

• Some travel may be required.