Executive Assistant

Job description

The executive assistant will provide high-level administrative and organisational support across a dynamic, fast-paced environment. This role requires exceptional professionalism, discretion, and the ability to work independently while managing shifting priorities.

Responsibilities

• Produce polished documents, presentations, reports, and correspondence as required.

• Oversee the office environment and support the receptionist, ensuring smooth day-to-day operations and assisting with office activities.

• Coordinate internal and external events or meetings, including budgeting, venue selection, logistics, catering, invitations, and run sheets.

• Provide full calendar oversight for the CEO and CFO, anticipating clashes and ensuring seamless scheduling.

• Prepare and maintain organised digital and physical records, ensuring accuracy and compliance at all times.

• Manage accommodation arrangements, liaising with hotels, maintaining rate agreements, and updating relevant internal resources.

• Lead end-to-end organisation of key monthly leadership meetings, including agendas, minutes, timelines, and action tracking.

• Develop comprehensive travel itineraries for senior leaders, maximising efficiency and cost-effectiveness.

• Manage the head office vehicle fleet, maintaining all documentation and coordinating tests, servicing, and repairs.

• Assist with departmental expense reviews to ensure accuracy and policy compliance.

• Support project work directed by the CEO/CFO, driving tasks from initial briefing through to timely completion.

Skills and Experience

• Proven experience independently coordinating complex calendars and travel for senior executives.

• Minimum of 3+ years providing confidential administrative support at an executive level.

• Skilled in MS Office applications, including advanced use of Teams and SharePoint.

• A proactive, self-motivated approach with a strong commitment to quality and continuous improvement.

• Experience managing meetings, events, and operational logistics from planning to execution.

• Ability to build rapport, deliver excellent service, and communicate effectively both verbally and in writing.

• Project management exposure is an advantage but not essential.