Job Summary
The Executive Assistant to the Group CEO at East African Holding S.C. is responsible for providing high-level administrative support to the CEO, ensuring the smooth and efficient operation of the executive office. The role manages the CEO’s schedule, coordinates executive and board meetings, handles confidential communications, and assists with special projects. The position works closely with internal stakeholders, senior leadership, board members, and external partners to maintain seamless communication, cross-functional alignment, and overall operational effectiveness in a fast-paced environment.
Key Responsibilities
Administrative Support
Manage the CEO’s daily schedule, including arranging meetings, appointments, and travel plans.
Prepare and edit correspondence, reports, presentations, and other documents for the CEO.
Handle incoming and outgoing communications on behalf of the CEO, ensuring timely and accurate responses.
Organize and maintain the CEO’s files, records, and documents, ensuring strict confidentiality and easy retrieval.
Meeting Coordination
Coordinate and prepare materials for meetings, including agendas, presentations, and minutes.
Assist in organizing executive team meetings, board meetings, and other high-level events.
Track follow-up actions and ensure deadlines are met for tasks assigned during meetings.
Serve as a liaison between the CEO and other departments, ensuring smooth communication and operational alignment.
Project Management & Strategic Support
Assist the CEO in managing special projects, including research, data collection, and analysis.
Monitor project timelines and progress, providing regular updates to the CEO.
Collaborate with cross-functional team members to ensure the successful completion of key initiatives.
Provide administrative support to other senior executives as needed, ensuring alignment with the CEO’s directives.
Communication & Relationship Management
Act as a point of contact for internal and external stakeholders, representing the CEO with professionalism and courtesy.
Build and maintain positive relationships with key stakeholders, including board members, executives, and external partners.
Ensure the CEO is well-prepared for meetings and events by providing briefings and background information in advance.
Travel & Event Logistics
Arrange travel itineraries, accommodations, and overall logistics for the CEO’s business trips.
Plan and coordinate events, conferences, and executive off-sites, ensuring all details are executed efficiently.
Prepare travel expense reports and manage reimbursement processes.
Confidentiality & Governance
Handle sensitive and confidential information with the utmost discretion and integrity.
Ensure that all communications, documentation, and records comply with company policies and legal regulations.
Educational Qualification
Master''s degree (preferred) or Bachelor''s degree in Business Administration, Management, Office Management, or a related field.
Experience
Minimum of 8 years of relevant professional administrative experience.
Minimum of 3 years serving directly as a Senior Executive Assistant, Executive Assistant to a CEO, Managing Director, or other C-level executive.
Proven track record in managing complex executive schedules, handling confidential information, and supporting high-level corporate leadership.
Required Skills & Competencies
Exceptional organizational and time-management skills with a demonstrated ability to coordinate multiple tasks and work effectively under pressure.
Excellent written and verbal communication skills with meticulous attention to detail and accuracy.
Strong interpersonal skills to interact effectively with senior executives, board members, and external stakeholders.
High level of professionalism, discretion, integrity, and sound judgment in managing sensitive data.
Ability to work independently, take initiative, and proactively anticipate executive needs.
Flexibility, adaptability, and resilience in a fast-paced and dynamic corporate environment.
Strong planning, scheduling, and organizational coordination capabilities.
Desirable Qualifications & Skills
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital executive support tools.
Experience operating within a corporate holding structure or multi-sector conglomerate setup.