Job Description
Job Purpose
The Executive Assistant to the Group CEO is responsible for providing high-level, confidential, professional, and proactive administrative and executive support to the Group Chief Executive Officer.
The position ensures the effective organization and smooth operation of the Group CEO's office by managing the CEO's schedule, correspondence, meetings, appointments, communications, documents, follow-ups, and administrative priorities.
The Executive Assistant will serve as a key coordination point between the Group CEO and the Group's subsidiaries, business units, executives, managers, employees, external stakeholders, government institutions, business partners, consultants, and other relevant parties.
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The role requires a highly organized, discreet, mature, service-oriented, and results-focused professional who can manage multiple priorities, anticipate the CEO's needs, maintain strict confidentiality, and ensure that important decisions, assignments, and commitments are properly followed through.
Job Requirements
Education:
Minimum of Bachelor's Degree in Business Administration, Management, Office Administration, Secretarial Science, Communications, Public Administration, or any related field.
Master's Degree in Business Administration, Management, or a related field is an advantage.
Experience
Minimum of 5 years of relevant professional experience, preferably in an Executive Assistant, Executive Secretary, Personal Assistant, Office Manager, or similar senior administrative role.
Experience supporting a CEO, Managing Director, General Manager, Executive Director, or senior executive is highly desirable.
Experience in a diversified business group or multi-sector organization is an advantage.
Exposure to real estate, manufacturing, mining, trading, construction, investment, or other corporate environments is an advantage.
Duties and Responsibilities
Executive Office Management
Manage the day-to-day administrative operations of the Group CEO's office.
Organize and maintain the CEO's daily, weekly, monthly, and annual calendar.
Schedule and coordinate appointments, meetings, interviews, visits, and official engagements.
Prioritize appointments and commitments based on the CEO's instructions and organizational priorities.
Ensure the CEO is adequately prepared for meetings by providing relevant documents, agendas, background information, and briefing materials.
Monitor the CEO's schedule and proactively identify potential conflicts, delays, and priority changes.
Maintain an organized filing and retrieval system for confidential and official documents.
Coordinate the movement of documents requiring the CEO's review, decision, signature, or approval.
Ensure that pending matters in the CEO's office are properly tracked and followed up.
Meeting and Calendar Management
Prepare meeting schedules, agendas, participant lists, and necessary supporting documents.
Coordinate internal and external meetings on behalf of the CEO.
Attend meetings when assigned and prepare accurate minutes, action points, and follow-up records.
Maintain a comprehensive CEO Action/Decision Follow-up Register.
Follow up with responsible executives and departments on decisions and assignments made by the CEO.
Monitor deadlines and provide timely reminders to responsible persons.
Ensure that completed actions are properly documented and reported to the CEO.
Coordinate board, executive management, leadership, and other high-level meetings as assigned.
Communication and Correspondence Management
Receive, screen, organize, and appropriately route incoming correspondence, emails, letters, reports, and other communications addressed to the CEO.
Draft routine letters, memos, emails, notices, invitations, acknowledgements, and other correspondence on behalf of the CEO.
Review correspondence for completeness, accuracy, professionalism, and appropriate presentation before submission to the CEO.
Maintain proper records of outgoing and incoming correspondence.
Coordinate communication between the CEO and senior management, subsidiaries, business units, and external stakeholders.
Handle telephone calls and visitors to the CEO's office professionally and appropriately.
Ensure sensitive or confidential communications are handled with appropriate discretion.
Executive Information and Document Management
Collect, organize, and present information required by the CEO for decision-making.
Prepare briefing notes, summaries, presentations, reports, schedules, and other executive materials as required.
Maintain an organized electronic and physical document management system.
Ensure timely availability of management reports, financial information, operational updates, project reports, and other documents requested by the CEO.
Track documents submitted to the CEO for review, approval, signature, or further action.
Maintain appropriate confidentiality and security of sensitive corporate information.
Follow-Up and Coordination
Follow up on assignments given by the CEO to executives, directors, managers, departments, subsidiaries, and project teams.
Maintain a consolidated list of pending assignments, decisions, commitments, and deadlines.
Regularly update the CEO regarding the status of critical assignments.
Escalate delayed, overdue, or unresolved matters to the CEO's attention.
Coordinate cross-functional matters requiring input from different business units.
Assist in ensuring that management decisions are communicated to the appropriate responsible persons.
Support to Group-Level Operations
Given the diversified nature of the Group, the Executive Assistant shall support the CEO in coordinating information and communication across the Group's major business areas, including Real Estate, Manufacturing, Trading, Mining Investment and other affiliated businesses
The position shall:
Coordinate the collection of periodic reports and updates from subsidiaries and business units as directed by the CEO.
Consolidate or organize information received from different business units for executive review.
Assist in coordinating group-wide meetings, strategic initiatives, projects, and management reviews.
Maintain schedules and follow-up records for major corporate initiatives.
Support communication between the Group CEO and subsidiary CEOs, General Managers, Directors, and senior executives.
Travel and Logistics Coordination
Organize domestic and international travel arrangements for the CEO as required.
Coordinate flight bookings, accommodation, transportation, itineraries, meetings, and official engagements.
Prepare comprehensive travel itineraries and supporting documents.
Coordinate airport transfers and other logistical requirements.
Maintain records of travel schedules and related arrangements.
Support the CEO during official visits, conferences, business meetings, and other engagements when assigned.
Protocol and Stakeholder Management
Receive and coordinate high-level visitors to the CEO's office.
Maintain professional relationships with executives, government officials, investors, customers, suppliers, consultants, business partners, and other stakeholders.
Coordinate appointments and official visits with external stakeholders.
Ensure appropriate protocol is followed during executive meetings and official engagements.
Represent the CEO's office professionally and courteously within the limits of delegated authority.
Confidentiality and Executive Discretion
Maintain absolute confidentiality concerning company strategy, financial information, personnel matters, investments, negotiations, contracts, business opportunities, and other sensitive information.
Exercise sound judgment regarding information that can be shared and with whom it can be shared.
Ensure confidential documents are securely stored and appropriately handled.
Avoid unauthorized disclosure of information obtained through the position.
Demonstrate high ethical standards and professional integrity at all times.
Administrative and Special Assignments
Prepare presentations, reports, spreadsheets, correspondence, and other documents as requested by the CEO.
Conduct basic research and information gathering on business-related matters when assigned.
Assist the CEO in preparing for management reviews, strategic meetings, conferences, and presentations.
Support special projects and assignments initiated by the CEO.
Coordinate urgent assignments requiring rapid follow-up across the Group.
Perform other duties and responsibilities reasonably assigned by the Group CEO.
Skills & Competencies
The successful candidate should demonstrate strong competence in:
Executive calendar and time management
Meeting and event coordination
Professional correspondence and report writing
Document and records management
Minute taking and action tracking
Microsoft Office Suite, particularly:
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Outlook
Internet research and information gathering
Presentation preparation
Business communication
Travel and logistics coordination
Filing and document control
Basic business and financial terminology
Digital communication and collaboration tools
Behavioral Competencies
The position requires a person with:
High integrity and confidentiality
Maturity and professional discretion
Excellent organizational skills
Strong attention to detail
Excellent verbal and written communication skills
Strong interpersonal and relationship-management skills
Ability to prioritize competing demands
Proactive and anticipatory approach to executive support
Strong follow-up and coordination skills
Problem-solving and decision-support ability
Ability to work under pressure and meet tight deadlines
Professional appearance and conduct
Diplomacy and emotional intelligence
Ability to interact confidently with senior executives and external stakeholders
Flexibility and availability when required by the nature of executive responsibilities
How To Apply
Interested applicants who can fulfill the requirements can apply via this link THIS LINK
