Executive Assistant

Job Summary

The Executive Assistant to the CEO plays a critical role in supporting the CEO, ensuring seamless execution of high-level responsibilities in a fast-paced, high-profile environment. The CEO require an Executive Assistant who is proactive, highly organized, and capable of managing complex schedules, coordinating multi-stakeholder engagements, and ensuring operational efficiency at all times.

The successful candidate will serve as the CEO’s assistant in handling sensitive information with discretion and diplomacy while managing high-level meetings, preparing executive reports, tracking key deliverables, and ensuring that the CEO remains fully prepared and informed for all engagements.

This role demands an exceptional multitasker, with superior communication, organizational, and problem-solving skills, capable of navigating both local and international business landscapes while ensuring the CEO’s office operates at peak efficiency.

Executive Support & Schedule Management

• Serve as the primary point of contact for all matters related to the CEO’s office, ensuring timely communication and follow-ups with key stakeholders.
• Manage the CEO’s complex schedule, including local, regional, and international commitments, ensuring strategic prioritization of engagements.
• Oversee travel arrangements and itinerary planning, coordinating logistics for meetings, conferences, and high-profile business missions.
• Prepare briefing materials, reports, and executive summaries ahead of all engagements.
• Handle confidential correspondence, drafting responses and ensuring seamless communication between the CEO’s office and key industry leaders, government officials, and international partners.
• Attend high-level meetings providing accurate minute-taking and action-tracking for Board, Committee, stakeholder, and international business meetings.
• Ensure the CEO is well-prepared for all engagements by compiling agendas, key documents, and strategic talking points.
• Follow up on action items and ensure their timely execution, engaging with relevant teams and stakeholders to drive results.

Stakeholder & International Engagement

• Act as a liaison between the CEO and key business leaders, government representatives, diplomatic entities, and international trade organizations.
• Support the CEO’s involvement in local, regional and global business forums, ensuring timely participation in initiatives that enhance the Chamber’s influence.
• Draft official correspondence, ensuring alignment with the Chamber’s strategic messaging and objectives.
• Represent the CEO’s office in select engagements, providing a high level of professionalism and ensuring smooth coordination of partnerships.

Project Follow up

• Work closely with senior leadership, business units, and external partners to execute key initiatives on behalf of the CEO.
• Ensure all projects and initiatives remain on track by monitoring deadlines and communicating progress updates.

Operational & Administrative Excellence

• Oversee the daily operations of the CEO’s office, ensuring smooth workflow and efficiency.
• Manage office documentation, records, and digital files with strict confidentiality protocols.
• Coordinate office logistics, including procurement of necessary resources for executive-level operations.
• Handle special assignments as delegated by the CEO, ensuring timely execution with minimal supervision.

Human Resource Support

• Track and manage leave approvals, staff schedules, and HR-related administrative tasks under the CEO’s purview.
• Assist with performance tracking of key team members, ensuring alignment with organizational goals.
• Maintain open communication with internal teams, Board members, and external stakeholders to support the CEO’s leadership responsibilities.

Qualifications & Experience

Associate degree in Business Administration, Management or a related field.

• Minimum of 5 to 7 years of experience in an Executive Assistant role, preferably supporting a C-suite leader in a fast-paced corporate, industry association, or business environment.
• Proven experience handling high-level minute-taking, meeting coordination, and international stakeholder engagement.
• Demonstrated ability to manage a demanding schedule, prioritize key engagements, and coordinate across multiple time zones.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, Teams, Slack, Asana, Trello).
• Exceptional communication skills (written and verbal), with the ability to draft reports, and executive correspondence with clarity and impact.
• High emotional intelligence, confidentiality, and discretion when handling sensitive business matters.
• Ability to navigate corporate, governmental, and diplomatic environments with professionalism and agility.

Competencies & Attributes

• Executive-Level Initiative: Anticipates the CEO’s needs and takes proactive steps to manage tasks efficiently.
• Business Acumen: Understands the Chamber’s role in local, regional and international trade, investment, and policy development.
• Time & Priority Management: Handles multiple high-stakes responsibilities with precision and efficiency.
• Problem-Solving & Critical Thinking: Ability to resolve issues quickly and make sound decisions under pressure.
• Strategic Communication: Can engage effectively with top executives, government officials, and industry leaders.
• Diplomacy & Professionalism: Maintains a polished, articulate, and professional demeanour in all interactions.

Application Note: We appreciate the interest of all applicants, however, only candidates being screened will be contacted. Thank you for considering this opportunity with us.