Executive Assistant to CEO

The Executive Assistant provides high-level administrative, operational, and strategic support to the Chief Executive Officer (CEO) and Executive Leadership Team. The role serves as a trusted partner to senior executives, ensuring efficient management of schedules, communications, governance activities, projects, and executive priorities.

The EA acts as a central coordination point between the executive team, internal departments, clients, and external stakeholders while maintaining the highest standards of professionalism, confidentiality, and discretion.

Executive Support

• Manage complex calendars, appointments, and scheduling for the CEO and Executive Leadership Team.


• Coordinate internal and external meetings, including board meetings, leadership meetings, and client engagements.


• Screen and prioritize communications, correspondence, and requests on behalf of executives.


• Prepare presentations, reports, briefing documents, agendas, and meeting materials.


• Manage travel arrangements, accommodation bookings, visas, and detailed itineraries.


• Track action items and ensure follow-up on key business priorities.

Leadership Team Coordination

• Provide administrative support to senior executives including the CFO, HR Director, Operations Director, and other members of the Executive Leadership Team.


• Coordinate leadership meetings, annual planning sessions, and executive workshops.


• Prepare meeting minutes, document decisions, and monitor completion of agreed actions.


• Support cross-functional collaboration and communication across departments.

Project & Business Support

• Assist with the coordination of strategic initiatives and special projects.


• Maintain project trackers and executive dashboards.


• Support the preparation of business cases, reports, and management presentations.


• Monitor deadlines and key deliverables across executive-led initiatives.


• Conduct research and gather information to support executive decision-making.

Governance & Confidentiality

• Maintain confidential company records and executive documentation.


• Support governance processes including board reporting and executive committee meetings.


• Ensure compliance with company policies and document control procedures.


• Handle sensitive information with absolute discretion and professionalism.

Office & Administrative Management

• Manage executive expense claims and approvals.


• Maintain filing systems and document repositories.


• Support procurement and administration requirements for the executive office.


• Assist with corporate events, leadership meetings, and company functions.

Essential

• Bachelor's degree in Business Administration or related discipline preferred.


• Minimum 5 years' experience as an Executive Assistant, Personal Assistant, or Senior Administrator supporting C-suite executives.


• Experience supporting multiple senior stakeholders simultaneously.


• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).


• Strong organisational and time-management skills.

Preferred

• Experience within professional services, engineering, construction, consulting, or corporate environments.


• Experience supporting executive committees or board-level activities.


• Project coordination or project administration experience.

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