Executive Assistant

The Executive Assistant (EA) provides high-level administrative, operational, and strategic support to the Managing Director (MD) across a Group of companies, ensuring the effective functioning of the MD’s office and alignment across all subsidiaries.

The role requires exceptional organizational skills, sound judgment, discretion, and the ability to manage competing priorities in a fast-paced, multi-entity environment. The EA acts as a strategic gatekeeper and trusted partner to the MD, supporting decision-making through effective scheduling, coordination, documentation, communication, and follow-through on strategic and operational initiatives.

The EA serves as a key liaison between the MD, subsidiary leadership teams, internal departments, board members, regulators, and external stakeholders. The ideal candidate is proactive, detail-oriented, trustworthy, and capable of working independently with minimal supervision while maintaining a comprehensive view of Group-wide priorities.

Executive & Administrative Support

• Manage the Managing Director’s calendar, appointments, meetings, and travel arrangements across the Group.
• Act as a strategic gatekeeper by screening, prioritising, and routing calls, emails, and correspondence requiring MD attention.
• Prepare executive briefs, correspondence, presentations, and summaries to support informed decision-making.
• Prepare briefing materials and talking points ahead of meetings, engagements, and public or stakeholder interactions.
• Maintain secure and structured physical and electronic filing systems for executive and confidential records.
• Handle highly sensitive information with discretion, professionalism, and sound judgment.

2. Meeting, Calendar & Action Management

• Coordinate internal and external meetings, including agendas, minutes, and action trackers.
• Ensure timely follow-up and closure of MD directives, decisions, and meeting action points.
• Track commitments and deliverables assigned to executives, department heads, and subsidiary leads.
• Coordinate logistics for executive engagements, strategy sessions, and management meetings.

3. Group & Cross-Business Coordination

• Coordinate information flow, schedules, and priorities across multiple subsidiaries and business units.
• Track MD engagements, decisions, and approvals across the Group to ensure alignment and execution.
• Serve as the coordination point between subsidiary leadership, EAs, and operational leads.
• Maintain a consolidated view of Group-level priorities, risks, deadlines, and escalations requiring MD oversight.

4. Board, Governance & Compliance Support

• Support preparation for Board and Committee meetings, including board packs, executive summaries, presentations, and resolutions.
• Manage board and committee calendars, director correspondence, and confidential governance records.
• Ensure timely circulation of governance materials and tracking of board action items.
• Maintain accurate documentation for audits, regulatory reviews, and compliance requirements.
• Liaise with Legal, Compliance, Risk, and external advisors as required.

5. Communication & Stakeholder Management

• Serve as the primary liaison between the Managing Director and internal and external stakeholders.
• Draft and manage MD communications to partners, clients, vendors, regulators, and senior stakeholders when required.
• Handle escalations and inquiries with diplomacy, professionalism, and confidentiality.
• Support relationship continuity by ensuring timely responses and follow-through.

6. Office & Operational Support

• Manage the operational workflow of the MD’s office to ensure efficiency and continuity.
• Coordinate travel itineraries, accommodation, and executive expense documentation.
• Manage document approvals, signature coordination, and contract routing.
• Track MD-owned deadlines, approvals, and strategic commitments.

7. Reporting & Executive Documentation

• Prepare periodic reports, dashboards, and executive updates for MD and senior management review.
• Maintain decision logs, action trackers, and performance summaries.
• Ensure accurate and timely documentation of approvals, directives, and executive actions.

8. Process Improvement & Special Projects

• Identify and recommend improvements to administrative processes, information flow, and executive support systems.
• Support implementation of Group-wide initiatives, special assignments, and priority projects.
• Proactively flag risks, delays, or misalignments requiring MD intervention.

9. Other Responsibilities

• Perform any other duties as may be assigned by the Managing Director or the company.