Executive Assistant

Job Description

Position Title: Executive Assistant
Reports To: Chief Administration Officer
Division: Shared Services
Department: Shared Services
Prepared / Revised On: January 2026

1. Job Purpose

The Executive Assistant provides comprehensive administrative and coordination support to department heads across the Client organization. The role is responsible for managing executive schedules, communications, documentation, and coordination activities to ensure smooth and efficient operations.

The Executive Assistant serves as a primary point of contact and coordination for internal stakeholders (Finance team, Management team, staff, and the Client’s governing bodies) and external stakeholders (financial institutions, auditors, consulting firms, and the Client’s partners) on matters related to the CF&PO Office.

2. Job Dimensions

Number of Staff Supervised:



Direct Reports: None


Total: None



3. Key Accountabilities

Planning and Coordination



Provide comprehensive administrative support to department heads across the Client organization.


Coordinate and manage executive schedules, including meetings, appointments, and travel arrangements.


Prepare, edit, and format correspondence, communications, presentations, and reports.


Facilitate effective internal and external communication, ensuring timely and accurate information flow.


Organize and coordinate meetings, including scheduling, agenda preparation, and minute taking.


Maintain accurate records and documentation, ensuring confidentiality and secure handling of sensitive information.


Support project management activities by tracking deadlines, deliverables, and follow-up actions.


Perform office management tasks, including ordering supplies, managing equipment, and liaising with facility management.


Coordinate and organize departmental events, workshops, training sessions, and meetings.


Assist in the development and implementation of administrative policies, procedures, and best practices to enhance efficiency.


Act as a point of contact for external stakeholders, providing information and assistance as required.


Perform other related duties as assigned to support the effective operation of the Client organization.



Policies, Systems, Processes & Procedures



Comply with all applicable Client policies, procedures, standard operating procedures, and instructions to ensure work is carried out in a controlled and consistent manner.



Continuous Improvement



Contribute to identifying opportunities for continuous improvement, sustainability, productivity enhancement, and cost optimization in line with global best practices.



Reporting



Assist in the preparation of timely and accurate reports and statements in accordance with departmental requirements, Client policies, and quality standards.



4. Communications & Working Relationships

Internal



Department Officers


Function Heads across the Client organization


Executive Assistants to Function Heads


Relevant Committees



External



Vendors, suppliers, and service providers


Government authorities


External auditors



5. Context, Work Environment & Decision-Making Authority



The role operates within a dynamic corporate environment where decisions may have significant impact on the Client organization.


All key decisions are made in consultation with, and subject to approval from, the direct Line Manager.


Operates under mandates authorized by the Line Manager, ensuring high standards of quality, accountability, transparency, and reporting.


Contributes to the execution of the division’s business and operational strategy.


Supports the leadership team by providing accurate information, data, and insights related to assigned functional areas.



6. Qualifications, Experience & Skills

Minimum Qualifications



Bachelor’s degree in Business Administration from a reputable university.



Minimum Experience



Minimum of 8 years of experience in similar roles within large organizations.


At least 3 years in positions with progressively increasing responsibility.



Required Competencies

Functional Competencies



Strong organizational and time management skills.


Proven ability to manage complex schedules, meetings, and travel arrangements.


Proficiency in preparing and editing correspondence, reports, and presentations.


Excellent verbal and written communication skills.


Strong record-keeping, office management, and project coordination skills.


Proactive, self-motivated, and able to work independently.


Strong interpersonal and relationship management skills.


Flexible and adaptable, able to manage multiple priorities under pressure.


High level of integrity, professionalism, confidentiality, and attention to detail.


. Skillset Required: Cco, Proactive, Coo, Written Communication Skill, Cro, Cto, Leadership Skill, Written Communication, Chief Executive Officer, Government, Managing Director, Vat, Ordering Supplies, Time Management, Erp, Ned, Self-motivated, Visio, Attention To Detail, Management Skill, Accountability, Administrative Support, Insight, Interpersonal Skill, Flexible, Sustainability, Leadership, Presentation, Excel, Communication Skill, Time Management Skill, Documentation, Communication Skills, Project Management, Interpersonal Skills