Executive Assistant

JOB SUMMARY

The Executive Assistant exercises sound judgment in determining what requires executive attention and handles high-level coordination to support decision-making and overall company operations.

WORK ACTIVITIES

1. Coordinate and manage executive calendars, arrange meetings with clients/consultants, monitor incoming communications, and maintain organized contact files with strict confidentiality.
2. Provide accurate and timely information regarding project documentation, progress updates, and communication trails.
3. Prepare high-level summaries of financial, office, and project expenses; statistical reports; and other required documents for executive review.
4. Attend meetings on behalf of the executive, take detailed minutes, and provide clear, actionable summaries.
5. Coordinate professionally with internal and external stakeholders while upholding the executive-level image and standards required by the company.
6. Ensure all executive directives are communicated clearly to the appropriate departments and monitor follow-through for alignment with company goals.
7. Conduct research, prepare briefs, and provide recommendations to support executive decision-making.
8. Represent the executive and the company during on-site visits, supplier meetings, client sessions, or other important activities requiring executive presence.

1. Assist executives with personal schedules, arrangements, and errands that support their availability and efficiency at work.
2. Handle personal documents, travel arrangements, and required coordination while maintaining strict confidentiality and professionalism.
3. Ensure the executives’ personal and professional requirements are managed seamlessly to allow them to focus on company priorities.
4. Maintain strict confidentiality and safekeeping of all executive-related information—including executive profiles, personal data, identification cards, and any sensitive documents.
5. Prepare, collect, and organize documents requiring executive signatures, ensuring they are complete, accurate, and ready on time.

1. Source and canvass materials with reputable suppliers, ensuring quality, cost-effectiveness, and strong business relationships aligned with executive standards.
2. Anticipate office, project, and support needs of colleagues and executives, ensuring a seamless workflow and positive working environment.

CONTEXT

While work is primarily office-based, the EA must travel or represent the company when needed. Occasional physical assistance may be required. Work schedule is 6 days a week, 8 hours per day, from 8:00 a.m. to 5:00 p.m. Psychological stress is generally low due to support from pioneer staff.

COMPENSATION INFORMATION

Grade: 4

COMPETENCIES

Upon Hire, the Executive Assistant Must Have:

• Completion of a Bachelor's Degree
• At least 1 year of relevant experience
• Advanced proficiency in computer software applications
• Knowledge and familiarity with government agencies and processes
• Willingness and readiness to travel when required
• Excellent verbal and written communication skills
• Ability to be flexible, make decisions, exercise sound judgment, and take initiative
• Strong planning and prioritization skills with continual self-review

After Hire, the Executive Assistant Must:

• Learn and follow the company’s effective system procedures