Executive Assistant (EA) - Job Description
Job Title
Executive Assistant (EA)
Reporting To
Managing Director & CEO / Executive Director / Senior Leadership Executive
Role Purpose
The Executive Assistant provides high-level administrative, operational and coordination support to the MD/CEO or assigned senior executive.
The role serves as a trusted partner to the executive, enabling effective time management, seamless communication, efficient decision-making and smooth execution of key business priorities.
The EA is responsible for managing executive schedules, coordinating internal and external stakeholders, tracking strategic initiatives, preparing executive communications and ensuring the efficient functioning of the executive office while maintaining the highest standards of professionalism, confidentiality and discretion.
Key Responsibilities
Executive Calendar and Schedule Management
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Manage and prioritize the executive's calendar to ensure optimal utilization of time.
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Coordinate meetings, appointments, travel schedules and business engagements.
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Anticipate scheduling conflicts and proactively recommend solutions.
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Ensure timely preparation of meeting agendas, briefing materials and supporting documents.
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Manage competing priorities and changing business requirements effectively.
Meeting Coordination and Governance Support
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Organize internal and external meetings, leadership reviews, Board and Committee meetings as required.
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Prepare meeting notices, agendas, presentations and relevant documentation.
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Record, track and monitor key action items arising from meetings.
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Follow up with stakeholders to ensure timely closure of action items.
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Support governance processes by coordinating submissions, approvals and documentation.
Executive Correspondence and Communication
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Draft, review and manage executive correspondence, presentations and communications.
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Act as a point of contact between the executive office and internal/external stakeholders.
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Ensure prompt and professional handling of communication requests.
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Facilitate information flow across teams and functions.
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Maintain communication records and documentation where required.
Travel and Logistics Management
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Coordinate domestic and international travel arrangements.
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Manage travel itineraries, accommodation bookings and transport logistics.
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Ensure compliance with organizational travel policies and approval processes.
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Prepare travel-related briefing packs and meeting schedules.
Strategic and Operational Support
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Track strategic initiatives, projects and executive priorities.
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Monitor key deliverables and follow up with relevant stakeholders.
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Support the executive in planning and coordinating critical meetings and events.
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Facilitate cross-functional coordination to ensure timely execution of priorities.
Stakeholder Management
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Build and maintain effective working relationships with internal and external stakeholders.
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Coordinate with leadership teams, regulators, government, industry partners, vendors and other key parties as required.
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Support stakeholder engagement activities and executive visits.
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Exercise appropriate judgment in managing stakeholder interactions.
Confidentiality and Information Management
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Handle sensitive, confidential and business-critical information with absolute discretion.
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Ensure compliance with information security and data privacy requirements.
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Protect privileged business information and maintain confidentiality at all times.
Office Administration and Process Management
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Manage administrative requirements of the executive office.
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Process expense claims, approvals and related documentation.
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Coordinate procurement, vendor interactions and administrative support activities where required.
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Continuously identify opportunities to improve efficiency and effectiveness of executive office processes.
Key Skills and Competencies
Functional Competencies
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Executive calendar and office management
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Business communication and correspondence
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Meeting and event coordination
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Documentation and report preparation
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Project coordination and tracking
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Executive stakeholder management
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Administrative process management
Behavioral Competencies
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High level of professionalism and integrity
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Strong interpersonal and relationship-building skills
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Excellent organizational and planning ability
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Attention to detail and accuracy
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Ability to multitask and manage competing priorities
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Proactive problem-solving approach
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Sound judgment and decision-making capability
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Strong confidentiality and discretion
Education and Experience
Education
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Bachelor's degree in Business Administration, Management, Commerce or a related discipline.
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Additional certification in administration, office management or executive support would be an advantage.
Experience
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5-10 years of experience in executive support, office management or administrative coordination roles.
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Prior experience supporting CXO-level executives, senior management or Board-level stakeholders preferred.
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Experience in banking, financial services, payments, technology or regulated industries is desirable.
Key Performance Indicators (KPIs)
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Effectiveness of calendar and schedule management.
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Timeliness and quality of meeting coordination.
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Closure and tracking of executive action items.
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Accuracy and quality of executive communications.
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Stakeholder satisfaction with executive office support.
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Timely coordination of strategic initiatives and projects.
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Adherence to confidentiality and governance standards.
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Operational efficiency of the executive office.
