Job Summary
The Executive Assistant will play a crucial role in supporting the Board Members by providing high-level administrative support, managing their schedules, and acting as a liaison between the board and internal/external stakeholders. This role requires a proactive and organized individual who can manage multiple tasks, prioritize effectively, and maintain confidentiality. The Executive Assistant will have a strong background in executive support, excellent organizational skills, and the ability to thrive in a fast-paced, creative environment.
Key Expectations
Beyond qualifications and experience, you are expected to demonstrate a mindset that drives great work. These expectations reflect how you collaborate, create, and deliver impact every day.
- Be curious about everything: From spatial design to storytelling to why cereal tastes better at night—curiosity is fuel. Ask questions, connect dots, stay endlessly interested.
- Challenge the obvious: If something feels too easy, too expected—it probably is. Flip it, stretch it, break it. The magic tends to live just beyond the safe zone.
- Test, learn, evolve: We experiment. We make mistakes. We figure it out. What matters is momentum, intention, and the willingness to refine and improve.
- Create with emotion: Our work should move people. Whether it’s joy, wonder, or a pause for reflection—make them feel something. If it lands flat, we’re not done yet.
- Care about the details, but keep the story in focus: Yes, every prop, comma, pixel, and cable matters—but only when it’s in service of a bigger idea that’s worth telling.
Key Responsibilities
Administrative Support
• Manage and maintain the schedules of Board Members, including coordinating meetings, appointments, and travel arrangements.
• Handle correspondence, emails, and phone calls on behalf of Board Members, ensuring timely and appropriate responses.
• Prepare and edit documents, presentations, and reports as required.
• Assist with the preparation of materials for meetings, including agendas, minutes, and follow-up actions.
• Provide personal support to the Board Members as needed, including handling personal appointments and errands.
Meeting Coordination
• Organize and coordinate meetings, both internal and external, ensuring all necessary arrangements are made.
• Attend meetings as required, taking detailed notes and providing summaries to Board Members.
• Ensure meeting rooms are prepared and equipped with necessary materials and technology.
Travel Arrangements
• Arrange and manage complex travel itineraries, including flights, accommodations, transportation, and visas.
• Prepare travel expense reports and ensure timely reimbursement.
• Ensure seamless travel experiences by anticipating and addressing any issues that may arise.
Strategic Support
• Contribute to strategic planning by providing research and analysis as required.
• Support the Board Members in decision-making processes with timely and accurate information.
• Assist in the planning and execution of special projects and events as directed by Board Members.
• Support the Board Members in identifying improvements in processes across departments and assisting them to implement the improvised processes to enhance efficiency and effectiveness.
• Monitor project timelines and deliverables, ensuring deadlines are met.
• Coordinate with internal teams and external stakeholders to facilitate smooth operations.
Communication & Liaison
• Act as a liaison between Board Members, and internal/external stakeholders, ensuring effective communication and follow-up.
• Handle confidential and sensitive information with discretion.
• Draft and edit correspondence, presentations, and reports on behalf of the Board Members.
Office Management
• Maintain an organized and efficient office environment.
• Order office supplies and manage inventory as needed.
• Coordinate with IT support for technical issues and equipment maintenance.
Research & Analysis
• Conduct research and compile information on various topics as requested by Board Members
• Provide analysis and summaries of research findings.
• Prepare briefing materials and presentations for board meetings and strategic discussions.
Additional Responsibilities
• All the above accountabilities include but are not limited to any additional/new tasks or responsibilities assigned by the line Manager.
Job Specification
• Bachelor’s degree or equivalent experience in a related field.
• Proven 4-5 years of experience as an Executive Assistant or similar role, preferably in a fast-paced environment.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to work independently and as part of a team.
• High level of discretion and confidentiality.
• Detail-oriented with strong problem-solving abilities.
• Flexibility to adapt to changing priorities and handle multiple tasks simultaneously.