Executive Assistant

Job Summary

• We are seeking a highly organised, proactive and tech-savvy Executive Assistant to provide high-level administrative and executive support to the Managing Director (MD) and senior management.
• The successful candidate will help maximise executive productivity through effective schedule management, meeting coordination, travel arrangements, correspondence, research and document preparation.
• The role requires strong administrative expertise, excellent communication skills, discretion and the ability to use modern digital tools and AI-enabled solutions to streamline workflows, improve information management and enhance productivity.

Key Responsibilities

• Manage the MD's calendar, appointments, meetings and daily schedule to ensure effective use of executive time.
• Coordinate business travel, including flights, accommodation, visas and itineraries.
• Manage incoming and outgoing correspondence, emails, telephone calls and other communications, including drafting responses on behalf of executive management.
• Prepare, review and edit reports, presentations, briefing papers, meeting notes and other executive documents.
• Organise virtual and physical meetings, prepare agendas and supporting materials, capture meeting notes and action items, and track follow-up activities.
• Use digital meeting tools to support meeting annotation, transcription, documentation and action tracking, where appropriate.
• Leverage Microsoft 365 applications, including Teams, Outlook, Word, Excel, PowerPoint and other relevant productivity tools, to improve administrative efficiency.
• Maintain organised digital records and manage documents using cloud storage, shared workspaces and collaboration platforms.
• Use AI-enabled tools responsibly to support research, summarisation, drafting, information organisation and routine administrative tasks, while verifying outputs and protecting confidential information.
• Conduct background research, consolidate information and present findings to support executive decision-making.
• Maintain efficient office systems, databases, electronic filing structures and document control processes.
• Handle confidential information and sensitive business matters with discretion and professionalism.
• Liaise with clients, suppliers, business partners and internal stakeholders on behalf of executive management.
• Anticipate executive needs, proactively address administrative priorities and ensure timely follow-up on outstanding requests.
• Provide administrative support to other team members as required.

Performance Expectations

Success in this role will be measured by:

• Timely responses to administrative requests and effective follow-up.
• Efficient management of executive schedules, meetings and travel.
• Accuracy and quality of reports, correspondence and presentations.
• Effective use of digital tools to improve administrative efficiency.
• Proper organisation, accessibility and security of digital records.
• Timely tracking and completion of meeting actions and assigned tasks.
• Responsible handling of confidential information and AI-assisted outputs.
• Effective stakeholder communication and coordination.

Qualifications & Experience

• Bachelor's Degree from an accredited university.
• Minimum 4 years of progressive experience in executive assistance, administration or a similar role.
• Previous experience in the oil and gas industry is an advantage.
• Strong written and verbal communication, interpersonal and presentation skills.
• Demonstrated ability to build professional relationships and communicate effectively with stakeholders at different levels.
• Strong digital literacy and proficiency in Microsoft 365, particularly Microsoft Teams, Outlook, Word, Excel and PowerPoint.
• Practical familiarity with virtual meeting platforms, digital note-taking and annotation tools, cloud storage, document-sharing systems and online collaboration platforms.
• Ability to use AI productivity tools effectively and responsibly to improve research, documentation and administrative workflows.
• Excellent organisational, time-management, prioritisation and problem-solving skills.
• Strong understanding of confidentiality, information security and appropriate handling of sensitive business information.
• Ability to work under pressure, manage competing priorities and meet tight deadlines.

Technical & Administrative Expertise:

• Executive calendar, diary and task management.
• Microsoft 365 applications and digital collaboration tools.
• Microsoft Teams and virtual meeting coordination.
• Meeting documentation, note-taking, annotation and action tracking.
• Cloud-based file storage, document sharing and records management.
• AI-assisted research, summarisation, drafting and productivity workflows.
• Business travel, accommodation and visa coordination.
• Professional correspondence, email and stakeholder communication.
• Report writing, presentation development and document preparation.
• Electronic filing, information organisation and document control.
• Data handling, confidentiality and information security awareness.

What We Value:

• Proactive thinking and the ability to anticipate executive needs.
• Strong digital adaptability and willingness to learn new tools and technologies.
• Practical problem-solving and a continuous improvement mindset.
• Responsible use of AI and digital tools, with sound judgement and attention to accuracy.
• Exceptional attention to detail and organisational discipline.
• Strong interpersonal skills and professional communication.
• Discretion, integrity and respect for confidentiality.
• Flexibility and adaptability in a dynamic business environment.
• Ability to manage competing priorities while maintaining high-quality output.
• Professionalism and the ability to represent executive management appropriately.

Working Conditions:

• Primarily office-based in a professional business environment.
• Occasional business travel may be required.
• Flexibility may be necessary to accommodate executive schedules and urgent business priorities.
• The role requires effective use of digital tools and collaboration platforms to support executive and administrative activities.