Lead Executive Assistant

Company Description

Role Overview

Executive Support and Coordination

• Manage calendars, expense reports, complex travel plans, itineraries, and agendas for senior executives.
• Act as a gatekeeper and gateway while prioritising conflicting needs and handling ad-hoc requests.
• Maintain discretion and confidentiality in relationships with C-level executives.
• Manage correspondence, Workday and email administration, and meeting-room bookings.
• Keep executives informed of commitments and responsibilities through appropriate follow-up.

Stakeholder Engagement

• Build relationships with Travel, Finance, Facilities, People and Culture, IT, and other cross-functional partners.
• Make unsupervised prioritisation decisions that help executives focus on strategic priorities.
• Manage engagement initiatives for wider teams in line with ExCo requirements.

Events and Logistics

• Manage ExCo governance and logistics for summits, town halls, team-building activities, offsites, and other events.
• Coordinate office-equipment procurement for ExCo requirements.
• Manage corporate and leisure events from planning through post-event follow-up.

Communication and Documentation

• Oversee petty cash, corporate credit cards, invoices, and team budget requirements.
• Create or compile decks, documents, and templates for meetings, town halls, and summits.
• Manage investor, entity, and external-visitor governance and executive briefings.
• Oversee ExCo committee cadence, attendance, minutes, and distribution of key decisions.

Projects and Process Improvement

• Execute special projects sponsored by ExCo, including projects with organisational impact.
• Lead process improvements that streamline workflows, improve productivity, and reduce service levels for C-level transactions.
• Build and maintain the internal regional knowledge portal, including content, access, design, and education.
• Create project artifacts, define scopes, draw Gantt charts, and build decks for senior audiences.
• Report workplace inadequacies and ensure meeting rooms and event setups meet requirements.

Team Management and Development

• Lead direct reports by example and foster a collaborative, growth-oriented EA team.
• Support team development through knowledge sharing, advocacy, empowerment, and mentorship.
• Maintain team-wide workload balance and evolve the EA team brand, mission, and vision.
• Manage time-off approvals, Workday records, team resources, performance feedback, and daily support.

Role Expectations

• The role requires discretion, confidentiality, proactive prioritisation, and the ability to accommodate ad-hoc executive requests.
• The role requires cross-functional coordination, event and logistics management, project execution, process improvement, and clear senior-audience communication.
• The role includes leading and developing direct reports and balancing workloads across the EA team.