Executive Assistant

Executive Assistant to the CEO

Reports To:

Senior Executive & Household Affairs Manager to the CEO

Role Overview

The Executive Assistant to the CEO provides comprehensive executive and administrative support, ensuring the efficient management of the CEO's business priorities, communications, meetings, and strategic initiatives.

This role serves as a key link between the CEO and the leadership team, driving accountability, tracking deliverables, coordinating meetings, and ensuring effective execution of business objectives across the organisation.

Key Responsibilities

Executive Calendar Management

• Manage the CEO's business calendar and working schedule.

• Coordinate internal and external meetings, appointments, and stakeholder engagements.

• Prioritise competing demands on the CEO's time and ensure alignment with business objectives.

• Act as a gatekeeper for meeting requests and business communications.

Meeting Management & Governance

• Prepare agendas, briefing notes, presentations, and supporting documentation.

• Schedule and coordinate one-to-one meetings with department heads and key stakeholders.

• Attend meetings as required and prepare accurate minutes.

• Track actions, decisions, deadlines, and follow-up requirements.

• Monitor completion of agreed actions and escalate delays where necessary.

Executive Communications

• Draft, review, and manage correspondence on behalf of the CEO.

• Manage incoming emails and communications, ensuring important matters are prioritised.

• Prepare executive reports, presentations, and briefing materials.

• Maintain confidentiality in all business-related communications.

Strategic & Operational Support

• Support the CEO in tracking strategic initiatives and business priorities.

• Follow up with department heads and stakeholders regarding deliverables and commitments.

• Maintain action trackers and status reports for key projects.

• Assist in preparing partnership communications, proposals, presentations, and business documentation.

Stakeholder Management

• Act as a liaison between the CEO and leadership team.

• Facilitate communication across departments to ensure timely execution of priorities.

• Coordinate information requests and reporting requirements.

• Support communication with Board members, investors, partners, and external stakeholders.

Executive Office Administration

• Maintain accurate records, files, and document management systems.

• Coordinate travel arrangements relating to business activities with Senior Executive and Household Affairs Manager where required.

• Support preparation of Board and Executive Committee materials.

• Continuously improve executive office processes and administration.

Skills & Experience

Qualifications & Experience

• Bachelor's degree preferred.

• Minimum 7-10 years' experience supporting C-Suite executives.

• Experience within real estate, construction, investment, or corporate environments preferred.

• Strong experience in executive administration, stakeholder coordination, and governance support.

Competencies

• Exceptional written and verbal communication skills.

• Strong attention to detail and organisational ability.

• Advanced Microsoft skills.

• Excellent meeting management and minute-taking capabilities.

• Ability to influence and follow up effectively with senior stakeholders.

• High levels of professionalism and confidentiality.