Executive Assistant

Job Description

We are seeking a highly organized, proactive, discreet, and dependable Executive Assistant to provide high-level administrative and operational support to the Chief Executive Officer (CEO) and Directors.

The successful candidate will work closely with senior management to ensure the effective coordination of schedules, meetings, correspondence, documentation, follow-ups, and other executive-level administrative activities.

This role requires an individual who can handle confidential information with discretion, manage competing priorities, communicate professionally with internal and external stakeholders, and work independently with minimal supervision.

The ideal candidate should be proactive, detail-oriented, resourceful, and capable of anticipating the needs of senior executives while ensuring that assigned tasks and follow-ups are completed accurately and on time.

KEY RESPONSIBILITIES

1. Executive Calendar & Schedule Management

• Manage and coordinate the CEO’s and Directors’ calendars, appointments, meetings, and engagements.
• Schedule meetings and ensure that all participants receive timely invitations and relevant information.
• Monitor upcoming appointments, deadlines, and commitments and provide timely reminders.
• Identify and resolve scheduling conflicts.
• Ensure executives are adequately prepared for meetings and engagements.

2. Administrative & Operational Support

• Provide day-to-day administrative and operational support to the CEO and Directors.
• Coordinate office activities and executive-related administrative requirements.
• Prepare documents, reports, presentations, letters, memos, and other materials as requested.
• Maintain organised electronic and physical filing systems.
• Support the effective coordination of executive office activities and assignments.

3. Correspondence & Communication

• Draft, review, organise, and respond to routine correspondence on behalf of senior management where appropriate.
• Manage incoming and outgoing communications and ensure important matters are promptly brought to management’s attention.
• Maintain professional communication with clients, business partners, employees, vendors, and other stakeholders.
• Serve as an effective communication link between senior management and relevant internal and external stakeholders.

4. Meeting Coordination & Follow-Up

• Coordinate meetings, including scheduling, invitations, venues, materials, and other logistical requirements.
• Prepare meeting agendas, briefing materials, presentations, and supporting documents where required.
• Take and prepare meeting notes or minutes.
• Track decisions, action points, and assigned responsibilities arising from meetings.
• Follow up with relevant individuals to ensure agreed actions are completed within the required timelines.
• Provide management with updates on outstanding action items.

5. Documentation & Records Management

• Prepare, organise, and maintain confidential executive documents and records.
• Ensure documents are properly filed and easily retrievable when required.
• Maintain accurate records of correspondence, meetings, decisions, and other executive activities.
• Handle sensitive company and executive information with a high degree of confidentiality and professionalism.

6. Travel & Logistics Support

• Coordinate travel arrangements, accommodation, transportation, itineraries, and other logistics for the CEO and Directors when required.
• Assist with the planning and coordination of executive meetings, conferences, events, and business engagements.
• Ensure all relevant travel and meeting arrangements are confirmed ahead of time.

7. Task & Priority Management

• Track assignments and important tasks delegated by the CEO and Directors.
• Follow up with responsible employees or departments on outstanding matters.
• Maintain task and action trackers to ensure timely completion of assignments.
• Proactively identify pending issues and bring them to management’s attention.
• Assist senior management in maintaining focus on critical priorities and deadlines.

8. Confidentiality & Professional Conduct

• Handle confidential business, financial, employee, client, and executive information with the highest level of discretion.
• Maintain professional boundaries and exercise sound judgement when dealing with sensitive matters.
• Demonstrate integrity, reliability, and professionalism in all interactions.
• Ensure that confidential information is only shared with appropriately authorised individuals.

REQUIREMENTS

The ideal candidate should possess the following:

• Bachelor’s degree preferred, ideally in Business Administration, Management, Office Administration, Human Resource Management, or a related field.
• Previous experience in an Executive Assistant, Personal Assistant, Administrative Assistant, Office Administrator, or similar role will be an advantage.
• Strong proficiency in Microsoft Office Suite, particularly Word, Excel, PowerPoint, and Outlook.
• Strong knowledge of Google Workspace, including Gmail, Google Calendar, Google Docs, Google Sheets, Google Drive, and Google Meet.
• Excellent written and verbal communication skills.
• Strong organisational and time-management abilities.
• Excellent attention to detail and accuracy.
• Ability to manage multiple tasks, priorities, and deadlines simultaneously.
• High level of discretion and ability to handle confidential information.
• Strong interpersonal and stakeholder-management skills.
• Ability to work independently with minimal supervision.
• Ability to anticipate needs, take initiative, and proactively resolve administrative challenges.
• Professional appearance, attitude, and conduct.

KEY SKILLS & COMPETENCIES

The successful candidate should demonstrate:

• Excellent organisational and coordination skills
• Strong communication and interpersonal skills
• High level of discretion and confidentiality
• Proactive and solution-oriented approach
• Strong attention to detail
• Excellent time-management skills
• Ability to multitask and prioritise
• Strong follow-up and task-tracking abilities
• Professionalism and reliability
• Ability to work independently
• Strong computer and digital productivity skills
• Good judgement and problem-solving abilities

WHAT WE ARE LOOKING FOR

We are looking for an Executive Assistant who does more than simply respond to instructions. The ideal candidate should be proactive, organised, dependable, and able to anticipate the needs of senior management.

You should be comfortable working in a fast-paced environment, managing sensitive information, coordinating multiple activities, and ensuring that important tasks do not fall through the cracks.

If you are someone who takes ownership, communicates effectively, pays attention to detail, and can confidently support senior executives, we encourage you to apply.

HOW TO APPLY

Interested and qualified candidates should submit their CV to info@graymarkconsult.com

Application Deadline: 21st August 2026

For further enquiries, contact:

Phone: 0541106148

Please ensure your CV clearly highlights your relevant administrative, executive support, organisational, communication, and coordination experience.

Only shortlisted candidates will be contacted.