Executive Assistant

Executive Assistant

Domnic Lewis has been mandated to hire for Executive Assistant

Job Title: Executive Secretary / Personal Assistant to Business Unit Director

Position Summary:

We are seeking a highly organized and proactive Executive Secretary to provide comprehensive administrative and strategic support to the Business Unit Director (BUD). This role is pivotal in ensuring the smooth functioning of the executive office through expert calendar management, effective communication handling, and coordination of business activities and confidential matters.

The ideal candidate will have excellent time-management, communication, and multitasking skills, with the ability to thrive in a fast-paced, dynamic environment. This role requires a high level of discretion, professionalism, and initiative.

Key Responsibilities:

• Manage and maintain the BUD//'s calendar, including scheduling appointments, meetings, and engagements.

• Provide high-level administrative support to the BUD and, when required, other members of the leadership team.

• Coordinate travel arrangements, accommodations, and logistical planning for leadership and visiting stakeholders.

• Draft, review, and manage correspondence including emails, memos, reports, presentations, and other documents.

• Organize and facilitate meetings, including preparing agendas, recording meeting minutes, and tracking action items.

• Handle incoming communication on behalf of the BUD, assess priority, summarize content, and ensure timely responses or delegations.

• Maintain filing systems, records, and office documentation in an organized and secure manner.

• Oversee general office administration tasks such as supply management and basic bookkeeping.

• Support the coordination of confidential initiatives, high-level conferences, and business presentations.

• Conduct discreet research and gather information for strategic or confidential assignments.

• Supervise or coordinate with other administrative staff or Personal Assistants, when required.

• Perform other duties as assigned by the BUD.

Key Skills and Competencies:

• Exceptional verbal and written communication skills.

• Strong organizational and planning abilities with a keen eye for detail.

• Proven ability to handle multiple priorities and meet tight deadlines.

• Ability to work independently and handle sensitive or confidential information with integrity.

• Strong interpersonal skills and the ability to build professional relationships across various levels.

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and adaptability to learn new systems or tools.

Reporting Structure:

• Reports To: Business Unit Director

• Direct Reports: None

Preferred Qualifications:

• Bachelor//'s degree in Business Administration, Management, or a related field (preferred but not mandatory).

• Prior experience in an executive assistant or personal assistant role supporting senior leadership.