Primary Purpose of the Role
- The Executive Assistant provides high-level, professional, and confidential administrative, secretarial, and operational support to the Chief People Officer (CPO) and Chief Brand Officer (CBO). The role ensures efficient coordination of executive activities, effective communication flow, and seamless management of strategic and operational priorities.
Key Duties and Responsibilities
Executive & Office Management
- Provide comprehensive administrative and secretarial support to the CPO and CBO in a professional and confidential manner
- Establish, implement, maintain, and continuously improve administrative systems, processes, and procedures
- Act as a key gatekeeper, managing access to the CPO and CBO while resolving general queries and escalating where required
- Manage and coordinate complex calendars, including scheduling meetings, appointments, and conferences
- Oversee and administer leave management for the CPO, CBO, and their direct reports
- Process payment requests, expense claims, company credit card reconciliations, and other finance-related administrative tasks
- Coordinate national travel arrangements, including bookings, itineraries, and logistics
- Support with ad hoc administrative and operational tasks as required
Communication & Stakeholder Management
- Build and maintain strong, professional relationships with internal and external stakeholders
- Conduct research and prepare reports, presentations, submissions, and executive correspondence
- Review, prioritise, and manage incoming correspondence (emails, letters, memoranda) and prepare items for executive sign-off
- Maintain awareness of key priorities, projects, and issues within the CPO and CBO portfolios
- Conduct daily alignment check-ins with the CPO and CBO to confirm priorities and schedules
- Screen calls and emails, respond to routine queries, and manage meeting requests
- Ensure timely and professional handling of all correspondence
- Provide direct support in:
- Preparing presentations
- Collating reports and data
- Drafting memorandums and communications
Meeting & Coordination Support
- Coordinate and schedule internal and external meetings, workshops, and feedback sessions
- Manage all meeting logistics (venues, technology, materials, catering, etc.)
- Prepare agendas, documentation, and presentation packs
- Capture key discussion points, decisions, and action items where required
- Track and follow up on action items to ensure accountability and delivery
- Compile and distribute meeting outcomes, inputs, and feedback
- Liaise with stakeholders to gather information and ensure alignment on deliverables
Project & Operational Support
- Provide administrative and coordination support for strategic initiatives and functional projects
- Track project progress and monitor timelines, risks, and deliverables
- Ensure effective communication of project updates to relevant stakeholders
- Support the execution of key People and Brand initiatives
- Project coordinator for activities and actions resulting from EXCO meetings
- National Diploma - Administration and Office Support or other relevant Secretarial/Executive Assistant qualification
- 8+ years' experience as a Personal Assistant working with Executives in a professional services firm
- A mature individual who appreciates the dynamics of and confidentiality required when working with C Suite Executives
- Advanced MS office (particularly Excel and PowerPoint)
- Database Management
- Record keeping
- Excellent written and verbal communication skills
- Ability to prioritise and work under pressure
- Problem solving and analytical thinking skills
- Highly organised, detail oriented and able to multitask
- A team player with well-developed interpersonal skills
- Relationships and Collaboration
- Exceptional Client Service
- Business Growth
- Engaging people
- Inclusive Agile Leadership
- Quality, Risk management and Operational transformation