Executive Assistant To Business Head

Purpose

In this role, you will provide top-level administrative support to senior management. This includes schedule management, document preparation, and communication handling. You will be significant in ensuring that the executive teams office runs smoothly and efficiently, providing the necessary organisational support. The ideal candidate has strong communication skills, ability to maintain confidentiality and demonstrate exceptional attention to detail.

If you are a highly organised professional with exceptional communication skills and experience in executive-level support, we invite you to apply for this critical role. This position offers a competitive salary, benefits, and the opportunity to work closely with top executives.

Objectives of the role

• Providing secretarial and administrative support to the executive team, including managing schedules, meeting planning, and document preparation.
• Acting as a liaison between the executive team and internal/external stakeholders, handling communications on their behalf.
• Managing travel arrangements, itineraries, and event planning for the executive team.
• Maintaining confidentiality and handling sensitive information with discretion.
• Coordinating and attending executive meetings, taking minutes, and following up on action items.
• Overseeing special projects and initiatives as directed by the executive team, including research, report preparation, event coordination, and correspondence handling.
• Ensuring the executives office operates efficiently by organising files and maintaining records accurately.

Task & Responsibilities

• Organise and schedule meetings, appointments, and conferences, ensuring all materials are prepared in advance.
• Draft, proofread, and distribute emails, memos, and other correspondence handling on behalf of the executives.
• Track and prioritise tasks for the executive team, ensuring deadlines are met, and issues are escalated as necessary.
• Manage executive expense reports, invoices, and other financial documents.
• Handle incoming calls and communications, prioritising important matters and redirecting as appropriate.
• Assist with preparing and coordinating board meetings, including agenda preparation and minute-taking.
• Maintain databases and records for executive reference and ensure documents and correspondence are handled and filed systematically.