POSITION OVERVIEW:

The Executive Assistant / Chief of Staff (CoS) is a critical role that provides strategic and operational support to the Managing Director (MD) or CEO of the organization. This position requires a proactive, detail-oriented, and highly organized individual who can assist the executive leadership team in executing company strategy, managing key initiatives, and ensuring the smooth functioning of daily operations. The role is a blend of administrative support and strategic leadership, acting as a “right hand” to the MD or CEO.
The Executive Assistant / Chief of Staff serves as the primary point of contact between the MD and both internal and external stakeholders, managing the flow of information and ensuring that the MD’s time and focus are optimized. This role is key in ensuring that the MD’s priorities are met, operational projects run smoothly, and company objectives are advanced.

CANDIDATE PROFILE:EDUCATION & EXPERIENCE:

• Bachelor’s degree in Business Administration, Management, Communications, or a related field (required).
• 5+ years of experience in an executive support role, with at least 2-3 years in a leadership, Chief of Staff, or project management capacity (preferred).
• Experience working directly with senior executives and managing cross-functional projects.
• Strong understanding of business operations, corporate strategy, and the ability to engage with multiple departments effectively.

SKILLS & COMPETENCIES:

• Exceptional Organizational Skills: Ability to juggle multiple priorities and handle high-stakes projects with a meticulous eye for detail.
• Communication Mastery: Excellent verbal and written communication skills, with the ability to communicate at all levels of the organization and externally with clients and stakeholders.
• Strategic Thinking & Problem Solving: Ability to understand the broader company strategy and proactively solve problems before they arise.
• Confidentiality & Discretion: High level of integrity, handling sensitive information and decisions with discretion and professionalism.
• Project Management Expertise: Proven ability to lead and manage complex projects from start to finish, with an eye on timelines, deliverables, and impact.
• Relationship Management: Ability to build and maintain relationships with internal teams and external stakeholders, ensuring alignment with the MD’s vision.
• Tech Savvy: Proficiency with office tools (Microsoft Office, Google Suite), project management software (Asana, Trello, Monday.com), and communication platforms (Zoom, Slack).
• Leadership & Team Management: Ability to lead teams and provide mentorship to junior staff members, fostering a collaborative work environment.

• Strategic & Executive Support:
• Act as the primary liaison between the MD/CEO and senior management, staff, and external stakeholders.
• Manage the MD’s calendar, scheduling meetings and events based on priority and strategic importance.
• Prepare meeting agendas, materials, and presentations, ensuring the MD is well-prepared for all engagements.
• Provide high-level administrative support, including drafting emails, reports, presentations, and other documents on behalf of the MD.
• Manage sensitive and confidential information with discretion and integrity.
• Project Management & Operational Support:
• Take ownership of high-priority projects, ensuring execution and alignment with company goals.
• Lead or support cross-functional teams on key business initiatives, ensuring projects are completed on time and within scope.
• Work closely with department heads and teams to ensure alignment of priorities and timely follow-up on deliverables.
• Assist in tracking key performance indicators (KPIs) and reporting on progress for major initiatives.
• Internal & External Communications:
• Act as the MD’s point of contact for internal communication, ensuring smooth and efficient information flow between departments.
• Draft and distribute internal communications, including company updates, memos, and announcements.
• Handle external communications, managing relationships with stakeholders, investors, clients, and partners.
• Ensure the MD’s communication is consistent with company goals, values, and messaging.
• Meeting & Event Coordination:
• Organize and manage board meetings, senior management meetings, and other high-level corporate events.
• Prepare materials for these meetings, including reports, presentations, and key discussion points.
• Track action items from meetings and ensure timely follow-up and resolution.
• Occasionally attend meetings in place of the MD, taking notes and providing feedback or guidance on next steps.
• Strategic Decision-Making & Advisory:
• Provide strategic support to the MD by helping to analyze business trends, opportunities, and challenges.
• Offer input into key decisions, ensuring that data and feedback from various departments are taken into account.
• Assist with business development and high-level strategic planning.
• Monitor industry developments and provide timely updates to the MD on relevant trends, challenges, or opportunities.
• Team Leadership & Staff Coordination:
• Manage and lead administrative staff, including junior executive assistants or office staff.
• Support the development and implementation of team goals and ensure the team’s alignment with overall company objectives.
• Organize and oversee company events or internal team-building activities, ensuring staff engagement and cohesion.
• Ad-Hoc Tasks & Special Projects:
• Take ownership of special projects as assigned by the MD, such as internal process improvements, company-wide initiatives, or crisis management.
• Anticipate the needs of the MD and proactively manage tasks to ensure priorities are handled efficiently.
• Assist with managing and improving internal processes and systems to increase operational efficiency.