Executive Assistant to the Deputy Group CEO, Jobs Like the noble knight in a chess game, you will be the strategic and flexible ally, trusted advisor, and guardian of the Deputy Group CEO, ensuring efficiency, productivity, and success in driving the organisation forward with vision and integrity. Join us in upholding a fortress forged on bravery and strength.
The Executive Assistant (‘EA’) is responsible for providing high-level administrative support to the Deputy Group CEO, ensuring smooth operations and effective communication within the executive office and across departments and jurisdictions. This role requires a proactive, detail-oriented individual with exceptional organizational and communication skills. Additionally, the EA will provide personal assistance to the Deputy Group CEO, handling personal matters with discretion and professionalism.
Key responsibilities
Executive Support:
- Manage the Deputy Group CEO’s calendar, schedule appointments, coordinate meetings, take minutes and follow up on action points, ensuring optimal use of time and resources.
- Prepare and organize documents, reports, presentations, and correspondence for executive review and distribution.
- Anticipate the Deputy Group CEO’s needs, proactively handle requests, and prioritize tasks to meet deadlines effectively.
Communication and Coordination:
- Serve as the primary point of contact for internal and external stakeholders, screening calls, emails, and inquiries with professionalism and discretion.
- Facilitate communication between the executive office, department heads, and team members, ensuring timely and accurate dissemination of information.
- Coordinate administration and logistics for board and executive meetings, conferences, and events, including agenda and documentation preparation, venue booking, minutes taking and follow-up actions.
Information Management:
- Manage confidential and sensitive information with utmost discretion and integrity.
- Maintain organized filing systems, databases, and records for easy access and retrieval.
- Conduct research, gather data, and compile reports to support decision-making processes and strategic initiatives.
Project Support:
- Assist in the planning, execution and/or monitoring of special projects and initiatives on behalf of the Deputy Group CEO
- Coordinate with cross-functional teams, track project milestones, and provide status updates as required.
- Prepare project-related documentation, presentations, and progress reports for executive review.
Administrative Assistance:
- Handle administrative tasks such as expense management, travel arrangements, meeting minutes, and follow-up actions.
- Coordinate with other administrative staff to ensure smooth office operations and collaboration.
Personal Assistance:
- Manage personal appointments, meals, errands, and tasks for the Deputy Group CEO, ensuring efficiency and confidentiality.
- Handle personal correspondence, bills, payments, and other administrative matters as required.
- Coordinate personal travel arrangements, accommodations, and itineraries, considering preferences and priorities.
Qualifications
- A bachelor’s degree in business administration, management, or a related field would be an advantage but is not mandatory.
- Proven successful experience as an Executive Assistant, Personal Assistant or similar role supporting senior executives.
- Knowledge of the energy or construction industry in Africa is advantageous but not mandatory
Key competencies and personality traits
- Excellent organizational, multitasking, and time management skills with a strong attention to detail
- Highly professional, accountable, and trustworthy
- Creative problem-solving skills
- Exceptional communication skills (verbal and written) with the ability to interact professionally at all Professional copywriting skills.
- Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
- Technology enthusiast with an eagerness to learn to use new digital tools
- Discretion, integrity, high ethical standards, and confidentiality in handling sensitive information and
- Ability to work independently, prioritize tasks, and thrive in a fast- paced, dynamic environment,
- Humility, empathy, and kindness
