Job Summary 
The Executive Assistant, reporting to the Chief Executive Officer is generally accountable for the provision of high level executive administrative support and ensuring the overall smooth operations of the Office of the CEO. The incumbent will coordinate and manage executive scheduling, prepare and organize strategic and critical business materials, and support board meetings.  

This role will interact seamlessly with internal and external publics including members of the Board of Directors and Senior Management Team while handling highly sensitive and confidential financial, legal, personnel and institutional information with professionalism and discretion. 

Key Accountabilities 

▪ Ensures that the office of the CEO is efficiently and effectively managed at all times, that the suite is always clean and aesthetically pleasing and that there is always an adequate supply of stationery and other office supplies. 

▪ Develops and maintains policies, procedures and systems to ensure productive office operation. 

▪ Provides prompt and quality service by projecting and demonstrating a high level of professionalism, courtesy and initiative with internal and external publics. 

▪ Coordinates and facilitates the CEO’s calendar to arrange appointments/meetings, confirms meetings prior to the appointment and sends daily or weekly reminders as necessary. 

▪ Coordinates the CEO’s business travel arrangements ensuring the process is completed in accordance with the Company’s Policy. 

▪ Receives and screens all incoming calls and visitors and reviews and responds to routine correspondence to the office of the CEO. 

▪ Schedules executive and ancillary meetings and ensures the timely and accurate recording and distribution of the deliberations of these meetings. 

▪ Maintains an efficient document filing system, physical and electronic including incoming and outgoing correspondence, to ensure ease of access and retrieval of documents.  

▪ Carefully assimilates and disseminates sensitive business and personnel information and follows–up on outstanding deliverables and key tasks assigned to the CEO’s direct reports. 

▪ Plans and coordinates events and activities to be hosted by the CEO. 

▪ Completes first draft of CEO’s monthly Executive Report for Board Meetings as well 

as occasional presentations to internal and external publics on company policy and/or performance. 

▪ Represents the office of the CEO when required and reports accurately on the proceedings of the meeting. 

▪ Consistently keeps the CEO abreast of on-going and/or new developments within the organization that may require his attention. 

▪ Any other job-related tasks may be requested from time to time. 

Minimum Acceptable Academic/Technical/Professional Qualifications 

▪ Bachelor’s Degree in Business Administration or Business Management 

▪ Executive Administrative Professional Certification Minimum Number of Years of Relevant Experience 

▪ Minimum of three (3) years’ experience in an executive assistant role and supporting at the Board level 

Specific Skills/Attributes and/or Knowledge 

▪ Exemplary organizational and time management skills with the ability to prioritize assignments to meet set deadlines. 

▪ Proficiency with MS Office Suite, particularly Excel and PowerPoint. 

▪ Superior communication and presentation skills. 

▪ Professional and confident demeanor. 

▪ Sound business acumen with the ability to exercise good judgement, initiative and work independently without supervision. 

▪ Familiarity with all C-Suite protocols and practices. 

▪ Comprehensive report and minute writing skills.  

▪ Strong work ethics, highly confidential, trustworthy and dependable. 

▪ Highly analytical and detail oriented. 

▪ Excellent planning and organizing skills.