Executive Assistant

Job description

Role Overview

We are seeking a highly capable, proactive, and business-savvy Executive Assistant to support our Senior Leadership in the Finance Organisation, This role goes beyond traditional administrative support and requires strong judgment, ownership, and the ability to operate as a trusted extension of the leader.

The ideal candidate will demonstrate a deep understanding of business priorities, exceptional organizational skills, and the ability to anticipate needs, manage complexity, and drive operational efficiency with minimal supervision.

Key Responsibilities

1. Calendar & Priority Management (Trust-Critical)

• Own and manage a highly dynamic calendar with competing priorities across global stakeholders.
• Apply strong business judgment to prioritize meetings based on strategic importance, urgency, and impact.
• Proactively resolve conflicts, ensuring optimal use of leaders time.
• Treat calendar management as a trust function, maintaining the highest standards of accuracy, confidentiality, and reliability.

2. Communication & Inbox Management

• Review and triage emails, identifying items that require attention, escalation, or can be independently handled.
• Respond on behalf of the leader where appropriate (e.g., reminders, policy adherence, follow-ups, coordination emails).
• Ensure no critical communication falls through the cracks.

3. Travel & Logistics Planning

• Plan and execute end-to-end travel (domestic and international) with precision and foresight.
• Anticipate needs and preferencesno repeated follow-ups required.
• Optimize travel plans for cost efficiency, convenience, and time effectiveness.

4. Expense & Administrative Excellence

• Prepare and submit expense reports with zero errors and full compliance with company policies.
• Ensure timely submissions and proactive tracking of approvals.

5. Meeting Effectiveness & AI-Enabled Productivity

• Leverage modern tools, including AI-assisted solutions, to capture meeting minutes, summarize discussions, and track action items.
• Continuously explore and adopt new tools to improve productivity and efficiency.
• Ensure follow-through on action items and commitments.

6. Decision Support & Business Awareness

• Develop a strong understanding of the leaders business context, priorities, and operating rhythm.
• Make informed decisions within defined boundaries to reduce leaders cognitive load.
• Provide proactive suggestions to improve efficiency, cost management, and scheduling.

7. Operational Discipline & Ownership

• Execute tasks independently with minimal supervision.
• Demonstrate strong follow-throughtasks should not require repeated reminders.
• Maintain high standards of organization, documentation, and confidentiality.

What Were Looking For

Qualifications

• Bachelor’s Degree in Business Administration/Management or Other
• Experience from a similar role – with a proven track record and a can-do attitude
• Proficient computer skills, including Microsoft Office, PowerPoint and Excel
• Strong verbal and written communication skills

Core Capabilities

• Strong business acumen and ability to understand strategic priorities
• Exceptional organizational and time-management skills
• High attention to detail and execution excellence
• Proactive mindset with strong ownership and accountability
• Ability to make sound decisions within defined boundaries

Behavioral Attributes

• Trustworthy and discreet, with high integrity
• Curious and eager to learn, especially in adopting new technologies (AI/tools)
• Calm under pressure and capable of handling ambiguity
• Strong communication skills (written and verbal)
• High reliability—delivers without needing follow-ups

Experience

• Prior experience as an Executive Assistant supporting senior leadership
• Experience in handling global stakeholders and complex calendars preferred
• Familiarity with corporate tools, expense systems, and productivity platforms