Executive Business Assistant / Partner

Overview

Key Responsibilities:

Executive Support & Coordination

• Manage complex executive calendars, including scheduling, prioritization, and conflict resolution.
• Organize and coordinate executive meetings, ensuring agendas, materials, and logistics are in place.
• Act as a liaison between executives and internal/external stakeholders.
• Draft, review, and manage executive correspondence and reports.

Facilities & Office Coordination

• Oversee workspace allocation, office supplies, and facility-related needs.
• Coordinate with vendors, office management teams, and IT support for office efficiency.
• Support workplace safety and operational best practices.

Expense & Travel Management

• Process and reconcile executive expense reports in compliance with company policies.
• Plan and coordinate complex travel arrangements, including flights, accommodations, and itineraries.
• Ensure cost-effective travel solutions while maintaining executive preferences.

Program & Project Management

• Assist in managing executive-led initiatives, tracking progress, and ensuring deadlines are met.
• Support strategic projects, company events, and key business programs.
• Develop reports, presentations, and dashboards for executive review.

Meeting & Event Coordination

• Organize high-level meetings, team offsites, and company events.
• Take detailed meeting minutes and follow up on action items.
• Manage logistics, catering, and A/V requirements for executive events.

Qualifications & Requirements:

• 6+ years of experience supporting C-level executives in an administrative or business partner role.
• Bachelor’s degree in Business Administration, Communications, or related field preferred.
• Strong proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook) and collaboration tools like Google Workspace, Slack, and Zoom.
• Experience with expense management systems and travel booking platforms.
• Exceptional organizational, communication, and time-management skills.
• Ability to handle sensitive information with the highest level of confidentiality.
• Strong problem-solving skills and the ability to work independently in a fast-paced environment.

*This role is open for a limited time. Shortlisted applicants will be contacted by Monday March 17th. Due to the high volume of applicants, we may be unable to reply to each applicant individually. If you have not received a response, please assume that you have not been selected for progression to the next stage of the hiring process.