Executive Assistant Job Description

We are looking for an executive assistant to support our senior leadership with discretion and initiative. You will manage a demanding calendar, organise travel and meetings, prepare board and leadership materials and act as a trusted point of contact for internal and external stakeholders. The role suits an experienced professional who anticipates needs, exercises sound judgement and handles sensitive information with care. You will work directly with an executive and their leadership team.

Responsibilities

• Manage the executive's calendar, prioritising meetings and resolving conflicts proactively
• Screen and prioritise incoming emails, calls and requests and act as the first point of contact
• Organise complex domestic and international travel, including itineraries and logistics
• Prepare briefing notes, agendas and documents ahead of meetings and follow up on decisions and actions
• Coordinate board meetings, leadership team meetings and off-sites, including materials and minutes
• Draft and review correspondence and presentations on behalf of the executive
• Handle confidential information, contracts and personnel matters with strict discretion
• Manage expense reports and executive budgets in coordination with finance
• Liaise with executives, assistants, partners and VIP guests with courtesy and professionalism
• Spot recurring time-consuming tasks and propose ways to simplify them

Requirements

• Significant experience supporting senior executives or a leadership team
• Exceptional discretion and sound judgement
• Excellent written and spoken communication in the working language
• Advanced command of calendar, email and office software
• Ability to anticipate needs and work independently under pressure
• Excellent organisation and the ability to manage multiple priorities at once
• Flexibility with working hours when the executive's schedule requires it

Nice to Have

• Experience supporting a CEO or board
• A second business language
• Experience organising events, off-sites or board meetings
• Familiarity with travel management and expense tools