The Role
The Executive Assistant supports the Chairman and Senior Leadership Team by managing schedules, communications, and day-to-day operations, ensuring efficient coordination across functions.
Summary Generated by Built In
Role
Overview
The Executive Assistant provides high-level administrative, organizational, and coordination support to the Chairman while also supporting the Senior Leadership Team, Senior Management Office, and Human Resources as required. This role demands a high level of professionalism, discretion, adaptability, and strong organizational capability.
The Executive Assistant will play a critical role in ensuring effective scheduling, communication, follow-ups, and smooth day-to-day operations for senior leadership, while also assisting with documentation, data entry, and coordination across functions.
Key Responsibilities
Chairman Support
• Act as the primary point of contact for the Chairman with internal and external stakeholders
• Manage and coordinate the Chairman’s calendar, meetings, appointments, and travel schedules
• Organize and prioritize meeting requests to ensure effective time management
• Prepare agendas, briefing materials, presentations, and supporting documents
• Attend meetings, record minutes, track action items, and ensure timely follow-up
• Manage correspondence, emails, and document flow on behalf of the Chairman
• Coordinate travel arrangements, logistics, and expense tracking
• Handle sensitive and confidential information with the highest level of discretion
Senior Leadership & Senior Management Office Support
• Coordinate meetings, workshops, and leadership sessions
• Support the Senior Management Office with scheduling, documentation, and reporting
• Assist in preparing executive presentations, reports, and summaries
• Maintain structured digital and physical filing systems
• Facilitate communication and coordination between senior leadership and internal teams
• Track commitments, deadlines, and cross-functional initiatives
The Executive Assistant provides high-level administrative, organizational, and coordination support to the Chairman while also supporting the Senior Leadership Team, Senior Management Office, and Human Resources as required. This role demands a high level of professionalism, discretion, adaptability, and strong organizational capability.
The Executive Assistant will play a critical role in ensuring effective scheduling, communication, follow-ups, and smooth day-to-day operations for senior leadership, while also assisting with documentation, data entry, and coordination across functions.
Key Responsibilities
Chairman Support
• Act as the primary point of contact for the Chairman with internal and external stakeholders
• Manage and coordinate the Chairman’s calendar, meetings, appointments, and travel schedules
• Organize and prioritize meeting requests to ensure effective time management
• Prepare agendas, briefing materials, presentations, and supporting documents
• Attend meetings, record minutes, track action items, and ensure timely follow-up
• Manage correspondence, emails, and document flow on behalf of the Chairman
• Coordinate travel arrangements, logistics, and expense tracking
• Handle sensitive and confidential information with the highest level of discretion
Senior Leadership & Senior Management Office Support
• Coordinate meetings, workshops, and leadership sessions
• Support the Senior Management Office with scheduling, documentation, and reporting
• Assist in preparing executive presentations, reports, and summaries
• Maintain structured digital and physical filing systems
• Facilitate communication and coordination between senior leadership and internal teams
• Track commitments, deadlines, and cross-functional initiatives
Requirements
Requirements & Qualifications
• Bachelor’s degree in Business Administration, Management, or a related field
preferred
• Minimum 2-5 years of experience in an Executive Assistant, Personal
Assistant, or similar role supporting senior executives
• Experience supporting C-level executives, Chairman, or senior leadership
• Strong organizational, time-management, and prioritization skills
• Excellent written and verbal communication skills
• High level of discretion and integrity when handling confidential information
• Strong attention to detail and accuracy, particularly in documentation and
data entry
• Proficiency in Microsoft Office, Google Workspace, and office productivity
tools
• Ability to work independently, take initiative, and adapt to changing
priorities
Skills Required
- Bachelor's degree in Business Administration or related field
- Minimum 2-5 years of experience in Executive Assistant or similar role
- Experience supporting C-level executives
- Strong organizational, time-management, and prioritization skills
- Excellent written and verbal communication skills
- High level of discretion and integrity in handling confidential information
- Strong attention to detail and accuracy in documentation
- Proficiency in Microsoft Office and Google Workspace
- Ability to work independently and adapt to changing priorities
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The Company
What We Do
At MindBase, we believe that education is a right, not a privilege. We are committed to ensuring that all students have access to high-quality learning resources and support, regardless of their circumstances. Our guiding principle is that learning should be collaborative in nature, encourage curiosity, and be tailored to the individual needs of each student. At MindBase, we are passionate about empowering students to thrive academically, personally, and professionally. We believe that education is the key to unlocking one's full potential and aspire to make a difference by helping you achieve your goal.
