Executive Assistant & Projects Coordinator – BAPX

Job Description

The Executive Assistant & Projects Coordinator runs the CEO Office. You keep the CEO’s time, attention and commitments under control, and you keep the organisation’s projects, proposals and reporting visible and on schedule.

You are the person who knows what was promised, to whom, and by when — and who makes sure it lands. You will own the executive administration end to end, and coordinate (not lead) the strategic and operational projects the CEO sponsors

1. Executive Office Management

•     Own the CEO’s calendar, appointments and daily priorities.

•     Coordinate executive, leadership and board meetings end to end — scheduling, agendas, papers, logistics.

•     Prepare briefing notes, presentations and meeting packs ahead of every executive engagement.

•     Take minutes, publish them within 24 hours, and track resulting actions to closure.

•     Manage confidential correspondence and sensitive information with absolute discretion.

•     Triage the CEO’s inbox and ensure nothing time-critical goes unanswered.

2. Executive Reporting & Dashboards

•     Build and maintain the executive action tracker — every commitment, owner and due date in one place.

•     Maintain dashboards covering strategic initiatives, project status, the opportunity pipeline and organisational KPIs.

•     Produce the daily CEO briefing, the weekly executive summary, the monthly operational report and the quarterly strategic review pack.

•     Turn scattered inputs from across the business into short, decision-ready reports.

3. Projects Coordination

•     Coordinate CEO-sponsored projects from initiation to close — schedules, milestones, dependencies, status.

•     Track deliverables against agreed dates and flag slippage early, in writing, to the CEO.

•     Facilitate communication between project teams; keep the single source of truth current.

•     Support the CEO in tracking strategic initiatives and translating decisions into scheduled work.

•     Surface execution risks with a recommended course of action, not just the problem.

4. Proposal & Opportunity Coordination

•     Coordinate the assembly of proposals, tenders and business presentations against submission deadlines.

•     Maintain the executive opportunity pipeline and keep it current weekly.

•     Track submission dates and drive internal contributors to deliver their inputs on time.

•     Prepare briefing materials for CEO meetings with clients, partners and stakeholders.

5. Research & Business Intelligence

•     Conduct market, competitor and industry research on request.

•     Produce concise executive summaries — one page, findings first, source noted.

•     Assemble and analyse data to support specific decisions the CEO is facing.

6. AI & Digital Productivity

•     Use AI tools to accelerate drafting, summarisation, research and analysis — with your own judgement applied before anything reaches the CEO.

•     Automate repetitive administrative work in the CEO Office.

•     Build and maintain trackers and dashboards using available tooling.

•     Document what you build so it survives you.

7. Travel & Event Coordination

•     Arrange executive travel, itineraries, accommodation and logistics.

•     Coordinate executive events, conferences and offsites.

•     Ensure post-meeting follow-up actions are captured and closed.

Qualifications

•     Bachelor’s degree in Business Administration, Management, Economics, Finance, Project Management, Public Administration, Engineering or a related discipline.

•     Certification in project management, business analysis or executive administration is an advantage, not a requirement.