Executive Assistant

Role Purpose

The Executive Assistant (EA) provides high-level administrative and strategic support to the Chief, ensuring smooth execution of daily operations, effective calendar and stakeholder management, and seamless coordination across internal and external functions. The role acts as a trusted gatekeeper, enabler, and communication bridge, ensuring the Chief is fully supported in driving business priorities and executive decision-making.

Key Responsibilities

Executive & Calendar Management

• Manage and maintain the Chief’s complex calendar, ensuring optimal prioritisation of meetings and commitments
• Coordinate internal and external meetings, including agenda preparation, briefing packs, and follow-ups
• Anticipate scheduling conflicts and proactively resolve them

Communication & Stakeholder Management

• Act as the first point of contact for all incoming communications to the Chief
• Screen, prioritise, and respond to emails, calls, and meeting requests where appropriate
• Liaise with senior internal stakeholders, government entities, consultants, and external partners

Meeting & Reporting Support

• Prepare executive-level presentations, reports, and briefing documents
• Capture meeting minutes, track actions, and ensure timely follow-up and closure
• Consolidate inputs from multiple departments into clear executive summaries

Travel & Logistics

• Manage domestic and international travel arrangements, itineraries, visas, and accommodations
• Ensure all travel plans align with business priorities and last-minute changes are handled seamlessly

Confidential Support

• Handle sensitive and confidential information with discretion and professionalism
• Support ad-hoc strategic tasks, research, and special projects as required by the Chief

Coordination & Execution

• Track key deliverables and deadlines across the Chief’s priorities
• Ensure alignment between the Chief’s office and wider leadership team
• Drive follow-ups across departments to ensure accountability and execution

Key Requirements

• Minimum 5–8 years’ experience as an Executive Assistant, preferably supporting C-level executives
• Experience in real estate development, construction, or large-scale organisations preferred
• Strong proficiency in MS Office (PowerPoint, Excel, Outlook) and executive reporting tools
• Excellent communication skills (written and verbal) in English
• Strong organisational, multitasking, and prioritisation abilities
• High level of discretion, integrity, and professionalism
• Ability to operate in a fast-paced, high-pressure executive environment
• Strong stakeholder management skills across senior leadership and external partners

Key Competencies

• Executive presence and maturity
• Proactive and anticipatory mindset
• Strong attention to detail
• Problem-solving and agility under pressure
• High emotional intelligence and interpersonal skills
• Ownership and accountability