Executive Assistant

We are seeking a highly organized, proactive, and professional Executive Assistant to provide administrative, operational, and coordination support to senior management within our branding and media company.

The successful candidate will help manage the executive's schedule, meetings, correspondence, travel arrangements, documents, and follow-ups while ensuring that important priorities and deadlines are effectively managed.

The ideal candidate should have excellent communication and organizational skills, strong attention to detail, discretion when handling confidential information, and the ability to work effectively in a fast-paced creative environment.

The Executive Assistant will serve as a key support point for the Managing Director/CEO and will help ensure that executive priorities, meetings, communications, and administrative activities are well coordinated.

The role will involve managing calendars and appointments, preparing meeting materials, coordinating internal and external communications, recording action points, following up on assigned tasks, and supporting business meetings and client engagements.

Because the company operates in branding and media, the Executive Assistant should be comfortable working with creative teams, clients, suppliers, partners, and other stakeholders. The successful candidate should be able to manage changing priorities while maintaining professionalism, confidentiality, and accuracy.

• Manage and maintain the executive's calendar, appointments, meetings, and schedules.
• Coordinate internal and external meetings on behalf of the executive.
• Prepare meeting agendas, briefing materials, presentations, and other documents as required.
• Take meeting notes and maintain accurate records of decisions and action points.
• Follow up on outstanding tasks and commitments arising from meetings.
• Help the executive prioritize appointments, communications, and daily activities.
• Prepare and organize documents, reports, presentations, and correspondence.
• Manage routine correspondence, emails, calls, and other communications as directed.
• Draft and proofread professional emails, letters, reports, and business communications.
• Act as a professional point of contact between the executive and internal or external stakeholders.
• Ensure important communications are appropriately prioritized and followed up.
• Maintain professional relationships with clients, partners, suppliers, and other stakeholders.
• Schedule and coordinate executive meetings, presentations, and appointments.
• Coordinate logistics for client meetings, workshops, events, and business engagements.
• Prepare meeting rooms, documents, presentations, and other required materials.
• Record action points and follow up with responsible team members.
• Assist with coordination between management and creative, marketing, media, production, and administrative teams.
• Assist with planning and coordinating local and international business travel where required.
• Arrange itineraries, accommodation, transportation, and meeting schedules.
• Prepare travel-related documents and schedules.
• Assist with coordination of company events, launches, client activations, and other business activities.
• Monitor assigned executive tasks and deadlines.
• Follow up with departments and team members on outstanding activities.
• Help maintain project and task trackers.
• Escalate important delays, issues, or outstanding decisions to the executive.
• Support the executive with research and preparation for business discussions and decisions.
• Handle confidential business, client, financial, employee, and strategic information appropriately.
• Maintain organized and secure executive records and documents.
• Exercise discretion when dealing with sensitive information.
• Represent the executive and company professionally when interacting with clients and stakeholders.
• Assist with preparing reports, presentations, spreadsheets, and administrative records.
• Support senior management with research and information gathering.
• Assist with administrative projects and special assignments.
• Perform other duties reasonably assigned by the Managing Director/CEO.

• Diploma or Bachelor's degree in Business Administration, Management, Communications, Public Relations, Marketing, Office Administration, or a related field.
• Previous experience as an Executive Assistant, Personal Assistant, Administrative Assistant, Office Administrator, or similar role is an advantage.
• Experience working in a branding, advertising, media, marketing, public relations, or creative environment is an advantage.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Strong follow-up and coordination skills.
• Good knowledge of Microsoft Office or Google Workspace, including Word/Docs, Excel/Sheets, PowerPoint/Slides, and email/calendar tools.
• Ability to prepare professional documents and presentations.
• Strong interpersonal and relationship-management skills.
• Ability to work independently with minimal supervision.
• High level of discretion, confidentiality, integrity, and professionalism.
• Ability to work under pressure and adapt to changing schedules and priorities.
• Good understanding of business communication and professional etiquette.
• Knowledge of digital communication and collaboration tools is an advantage.