Executive Assistant

About Our Client

Our client provides a supportive work environment and offer opportunities to contribute meaningfully to the team.

Job Description

1. Leadership Calendar & Scheduling

* Own and optimise the Chairman's and Supervisory Board's calendars.

* Align time allocation with strategic priorities through proactive planning and conflict-free

scheduling.

* Manage an integrated view of meetings, travel, and personal commitments.

2. Supervisory Board Coordination

* Steer end-to-end Supervisory Board operations including meeting preparation, agenda setting,

documentation flow, pre-reads, minutes and follow-up actions.

* Maintain governance excellence and highest confidentiality across all Board interactions.

3. Executive Board Interface

* Act as the strategic conduit between the Chairman's office and Executive Board.

* Facilitate structured communication, update flow, and decision-tracking across leadership.

* Convert strategic direction into actionable operational tasks.

4. Meeting Preparation & Business Intelligence

* Prepare in-depth briefing notes, participant profiles, background research and talking points.

* Ensure the Chairman is fully briefed pre-meeting and updated post-meeting with key outcomes

and next steps.

5. Travel Strategy & Coordination

* Plan and manage all domestic and international travel (including private aviation).

* Coordinate visas, airport facilitation, customs clearances and ground logistics.

* Curate end-to-end travel experiences - hotels, check-ins, upgrades, meals, preferences and onground

support.

6. Lifestyle & Experience Management

* Deliver high-touch experience management across dining, wellness and hospitality during travel

and events.

* Build and maintain relationships with premium global hospitality partners, concierge networks

and luxury service providers.

7. VIBP & Partner Coordination

* Liaise with Very Important Business Partners, investors, and senior stakeholders.

* Manage meeting readiness, travel coordination and event participation with precision and

warmth.

8. Communication & Information Flow

* Regulate the flow of information between leadership teams and external entities.

* Prioritise requests, safeguard confidentiality, and ensure timely escalations.

9. Documentation & Settlement Management

* Oversee documentation, reconciliation and settlement of travel, hotel and F&B expenses.

* Ensure adherence to internal control and governance protocols.

10. Meeting Follow-Through & Accountability

* Capture minutes, assign actionable items, and monitor progress.

* Provide periodic status updates on completed and pending decisions.

11. Travel Contingency & Risk Management

* Anticipate logistical challenges and maintain contingency plans.

* Manage travel disruptions, emergency needs and last-minute changes with 24×7 readiness.

12. Global Protocol & Representation

* Apply international etiquette, protocol and cultural nuances across global engagements.

* Represent the Chairman's office with poise and precision in high-level interactions.

13. Technology & Digital Organisation

* Use advanced digital tools for scheduling, workflow management and documentation.

* Maintain well-structured digital archives for meetings, travel and board documentation.

14. Institutional Memory & Record-Keeping

* Maintain comprehensive records of leadership engagements, meeting outcomes, travel histories

and important correspondence.

* Ensure continuity and ease of retrieval for institutional knowledge.

15. Standards, Discretion & Trust

* Uphold the highest standards of professionalism, confidentiality and judgement.

* Anticipate needs and deliver seamless, proactive support across all engagements.

The Successful Applicant

A successful Executive Assistant should have: