Executive Assistant

Job Description

ABOUT JOB

Our client is seeking a highly capable Executive Assistant to support the  Managing Director in a fast-paced, high-impact leadership environment.

This role represents a critical position at the heart of the organisation, providing both strategic and administrative support to enable effective executive decision-making, communication, and execution.

The successful candidate will act as a trusted partner to the Managing Director; ensuring priorities are managed, time is optimised, and key initiatives are coordinated across the organisation.

The Role

The Executive Assistant will provide comprehensive support to the Managing Director, combining high-level administrative excellence with strong organisational awareness and discretion.

Operating across multiple priorities, teams, and time zones, the role will manage scheduling, communications, and executive coordination, while also supporting key projects and strategic initiatives.

The position requires exceptional attention to detail, strong judgement, and the ability to operate with professionalism and confidentiality at all times.

The post holder is required to be very flexible in what is a worldwide organisation operating in different time zones, and able to work irregular hours as needed.

Core Responsibilities

Executive Support & Coordination:

• Manage the Global Managing Director’s schedule and email account, ensuring effective prioritisation of meetings, commitments, and travel
• Regularly discuss upcoming meetings, invitations and other appointments, to ensure the Global Managing Director is prepared for each engagement
• Coordinate internal and external meetings, including preparation of agendas and supporting materials, creating and sharing links for virtual meetings and sending meeting reminders
• Support the flow of information, ensuring timely communication and follow-up on key actions
• Anticipate needs and proactively manage competing priorities
• May include supporting the coordination of the Global Managing Director’s personal commitments and tasks, enabling them to remain focused on strategic priorities

Planning, Projects & Execution:

• Support the coordination of strategic initiatives and cross-functional projects
• Track key priorities, deadlines, and deliverables, ensuring progress and accountability
• Prepare briefing documents, reports, and presentations as required
• Assist in the organisation of leadership meetings, events, and planning sessions
• Work alongside the administrative team to arrange internal and external meetings for staff, including organising venues, catering, and equipment

Travel & Logistics Management:

• Coordinate domestic and international travel, including booking flights, accommodation, vehicles, and reserved parking
• Understand executive travel preferences, create comprehensive itineraries, and ensure all travel arrangements are executed as smoothly as possible
• Ensure efficient planning aligned with executive priorities and schedules
• Manage expenses and supporting documentation
• Assist with researching visa requirements and completing visa applications

Operational & Administrative Excellence:

• Maintain organised systems for documentation, communication, and record-keeping
• Support the implementation of efficient processes and workflows
• Provide general administrative support as required to ensure smooth day-to-day operations
• Contribute to continuous improvement in executive support and coordination practices
• Attain approval for mailers, budgets, invoices, staff expenses claims and annual leave requests.
• Any other ad hoc tasks as instructed by the Global Managing Director or Senior Leadership Team.

Candidate Profile

Experience & Track Record:

• Proven experience supporting senior executives in a fast-paced environment
• Demonstrated ability to manage complex schedules and multiple priorities
• Experience coordinating across teams, stakeholders, and projects
• Background in corporate, media, non-profit, or similarly dynamic environments (desirable)

Professional Capability:

• Exceptional organisational and time management skills
• Understanding of the importance of confidentiality & discretion
• Strong written and verbal communication skills
• High attention to detail and accuracy
• Ability to anticipate needs and solve problems proactively
• Comfortable operating with discretion, confidentiality, and sound judgement
• Proficiency in Microsoft Office Suite, with a good working knowledge of Teams, Outlook, Word & Excel

Disposition/Attitude:

• Highly professional, reliable, and composed under pressure
• Proactive and self-directed, with a strong sense of ownership
• Adaptable and flexible in response to changing priorities
• Collaborative and able to build strong working relationships across the organisation
• Calm, solutions-focused, and detail-oriented
• Willing to go the extra mile to ensure that work is completed in a timely manner
• Self-motivated and able to work well with minimal supervision
• Commitment to supporting work that reflects excellence, integrity, and purpose
• Friendly and pleasantly assertive with a positive attitude and enthusiasm

Performance & Impact

Success in this role will be measured through:

• Effective management of executive priorities and schedule
• Quality and timeliness of communication and coordination
• Strong support of strategic initiatives and leadership activities
• High levels of trust and reliability from the Global Managing Director and stakeholders
• Contribution to improved organisational clarity, efficiency, and execution

Why This Role

The Executive Assistant will play a key part in enabling the effectiveness of the Global Managing Director; supporting decision-making, coordination, and execution at the highest level of the organisation.

For an experienced professional who thrives in dynamic environments and values both excellence and purpose, this role offers the opportunity to contribute directly to a mission with global impact.

Benefits

We offer a comprehensive benefits package for full-time employees including:

• Paid Time Off (PTO)
• Paid company holidays
• Medical, dental & vision coverage
• Retirement plan
• Life insurance, AD, Short and Long-term disability coverage
• Voluntary Life/AD&D insurance
• Health savings account

Pay: $26.44 – $33.65 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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