Executive Administrative Assistant

Job Purpose

Executive and Schedule Support

• Manage the Chief Investment Officer’s schedule, calendar, and meetings.
• Coordinate internal and external meeting invitations and arrangements.
• Monitor scheduling conflicts and business priorities.
• Prepare visit schedules and official meeting arrangements.
• Follow up on directives and decisions issued by the Chief Investment Officer.

Coordination and Reporting

• Coordinate with departments to obtain updates and required information.
• Maintain tracking logs for projects, committees, and key initiatives.
• Prepare periodic reports on completed and overdue tasks.
• Prepare presentations, executive materials, data compilations, executive summaries, and meeting minutes.
• Review document formatting and quality before approval submission.

Correspondence and Document Management

• Manage incoming and outgoing emails and correspondence.
• Maintain electronic filing and document archiving systems.
• Follow up on official letters, circulars, and requests.
• Ensure the confidentiality of information and documents.

Meetings and Activities

• Prepare meeting agendas, record minutes, and track action items and decisions.
• Coordinate attendees and prepare required meeting materials.
• Follow up on recommendations and decisions.
• Coordinate travel arrangements, bookings, and visits when required.
• Follow up on procurement requests and administrative service needs.
• Assist with events, workshops, corporate activities, and executive management initiatives.

Qualification and Experience

• Bachelor’s degree or diploma in Business Administration, Public Administration, Office Management, or a related field.
• 3 to 6 years of experience in executive support, office management, or executive secretarial roles.
• Experience in investment companies, government entities, or semi-government organizations is preferred.