The purpose of this role is to provide high-level administrative and organizational support to executives, ensuring efficient management of their offices as well as the teams they support. The role requires strong attention to detail, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

Calendar & Schedule Management 

• Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and events 
• Coordinate internal and external meetings across multiple stakeholders and time zones 
• Prioritize and adjust schedules to optimize time management 

Communication & Correspondence 

• Act as the first point of contact for the executive  
• Work with the relevant stakeholders in preparing documents for review and sign off by the executive  
• Support stakeholders and the executive in proposal writing, liaise with mailing clerks to ensure timely dispatch of the same 
• Screen and manage emails, calls, and other communications 
• Draft, review, and manage correspondence on behalf of the executive 

Meeting Coordination 

• Prepare meeting agendas, materials, and presentations 
• Take minutes and track action items 
• Follow up on deliverables and deadlines 

Travel & Logistics  

• Arrange travel (flights, accommodation, transport, visas) 
• Prepare itineraries and ensure smooth travel logistics 
• Handle expense reports and reimbursements  

Administrative Support 

• Organize and maintain files, records, and documentation 
• Timely submission of partner timecards, managing and reporting of expenses, filing and archiving of documents 
• Oversee office management: manage office supplies and equipment, ensuring the Partner and manager workspaces are well resourced, clean, organized and functional.   
• Handle confidential information with discretion 
• Support day-to-day office operations as needed 

Project Management 

• Coordinate Projects: Assist in planning and executing projects, track deadlines, and manage deliverables. 

Stakeholder Management 

• Liaise with internal teams, clients, and external parties 
• Maintain strong professional relationships 
• Coordinate projects or strategic initiatives as assigned 

Office & Personal Support (if applicable) 

• Support personal errands and tasks for the executive where required 
• Plan and participate in organizing events or corporate functions 

Minimum years experience required

• 5 – 6 years’ experience in working with a C-Suite leader 
• Experience working in a very busy environment and demonstrated understanding of business principles 
• Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint), digital and AI tools 

Additional application instructions

Educational and Professional Qualifications 

• Diploma or Bachelor’s degree in a Business Administration, social studies or related field