Executive Assistant

Executive Assistant

by | Nov 14, 2025

The executive assistant will provide high-level administrative and organisational support across a dynamic, fast-paced environment. This role requires exceptional professionalism, discretion, and the ability to work independently while managing shifting priorities.

Responsibilities

  • Produce polished documents, presentations, reports, and correspondence as required.

  • Oversee the office environment and support the receptionist, ensuring smooth day-to-day operations and assisting with office activities.

  • Coordinate internal and external events or meetings, including budgeting, venue selection, logistics, catering, invitations, and run sheets.

  • Provide full calendar oversight for the CEO and CFO, anticipating clashes and ensuring seamless scheduling.

  • Prepare and maintain organised digital and physical records, ensuring accuracy and compliance at all times.

  • Manage accommodation arrangements, liaising with hotels, maintaining rate agreements, and updating relevant internal resources.

  • Lead end-to-end organisation of key monthly leadership meetings, including agendas, minutes, timelines, and action tracking.

  • Develop comprehensive travel itineraries for senior leaders, maximising efficiency and cost-effectiveness.

  • Manage the head office vehicle fleet, maintaining all documentation and coordinating tests, servicing, and repairs.

  • Assist with departmental expense reviews to ensure accuracy and policy compliance.

  • Support project work directed by the CEO/CFO, driving tasks from initial briefing through to timely completion.

Skills and Experience

  • Proven experience independently coordinating complex calendars and travel for senior executives.

  • Minimum of 3+ years providing confidential administrative support at an executive level.

  • Skilled in MS Office applications, including advanced use of Teams and SharePoint.

  • A proactive, self-motivated approach with a strong commitment to quality and continuous improvement.

  • Experience managing meetings, events, and operational logistics from planning to execution.

  • Ability to build rapport, deliver excellent service, and communicate effectively both verbally and in writing.

  • Project management exposure is an advantage but not essential.