Job Purpose:

To provide high-level administrative, organizational, and strategic support to the Chief Executive Officer, ensuring the efficient operation of the Executive Office. The Executive Assistant serves as a key liaison between the executive, internal departments, and external stakeholders while maintaining confidentiality and professionalism at all times.

Essential Duties and Responsibilities:

Executive Support

• Manage and maintain the Executive's calendar, scheduling meetings, appointments, and travel arrangements.
• Prioritize and coordinate competing demands on the Executive's time.
• Prepare meeting agendas, presentations, reports, and briefing materials.
• Screen and manage incoming correspondence, emails, and telephone calls.
• Draft and review correspondence, reports, and other business documents on behalf of the Executive.
• Ensure timely follow-up on action items and decisions arising from meetings.

Meeting and Event Coordination

• Organize Executive Committee, Board, and management meetings.
• Prepare meeting packs, presentations, minutes, and action trackers.
• Coordinate internal and external events, conferences, and stakeholder engagements.
• Ensure meeting logistics are effectively managed.

Communication and Stakeholder Management

• Serve as the primary point of contact between the Executive and internal/external stakeholders.
• Maintain professional relationships with customers, suppliers, government agencies, and business partners.
• Handle sensitive information with utmost discretion and confidentiality.
• Facilitate effective communication across departments.

Administrative Management

• Maintain accurate records, files, and documentation.
• Monitor and manage office supplies and administrative resources for the Executive Office.
• Process expense claims and ensure compliance with company policies.
• Support budget tracking and reporting for the Executive Office.

Travel and Logistics

• Arrange local and international travel, accommodation, visas, and transportation.
• Prepare travel itineraries and briefing documents.
• Coordinate logistics for visiting executives and guests.

Project Coordination

• Assist in tracking strategic projects and initiatives.
• Monitor project timelines and follow up with stakeholders on deliverables.
• Prepare project status reports and dashboards as required.
• Support change management and special business initiatives.

Governance and Compliance

• Maintain records of key corporate documents and board resolutions.
• Ensure adherence to company policies, procedures, and governance requirements.
• Support audit and compliance activities relating to the Executive Office.

Education and/or Work Experience Requirements:

Education

• Bachelor’s degree in business administration, Management, Secretarial Studies, Public Administration, Human Resources, Communications, or a related field.

Experience

• Minimum of 5 years' experience in an Executive Assistant, Personal Assistant, or Senior Administrative role.
• Experience supporting C-suite executives is preferred.
• Experience in a manufacturing, FMCG, or corporate environment is an added advantage.

Key Requirements:

Technical Skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong report writing and presentation preparation skills.
• Project coordination and document management skills.
• Familiarity with virtual meeting platforms and collaboration tools.

Behavioral Competencies

• Excellent organizational and planning skills.
• Strong interpersonal and communication skills.
• High level of integrity and confidentiality.
• Attention to detail and accuracy.
• Ability to work under pressure and manage multiple priorities.
• Strong problem-solving and decision-making skills.
• Professionalism and executive presence.
• Proactive and results-oriented mindset.

Equal Employment Opportunity Policy

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability status.

Hariss International is an equal opportunity employer Minorities/Females/People with Disabilities/Protected Veterans/Sexual Orientation/Gender Identity.

• Manage and maintain the Executive's calendar, scheduling meetings, appointments, and travel arrangements.
• Prioritize and coordinate competing demands on the Executive's time.
• Prepare meeting agendas, presentations, reports, and briefing materials.
• Screen and manage incoming correspondence, emails, and telephone calls.
• Draft and review correspondence, reports, and other business documents on behalf of the Executive.
• Ensure timely follow-up on action items and decisions arising from meetings.
• Organize Executive Committee, Board, and management meetings.
• Prepare meeting packs, presentations, minutes, and action trackers.
• Coordinate internal and external events, conferences, and stakeholder engagements.
• Ensure meeting logistics are effectively managed.
• Serve as the primary point of contact between the Executive and internal/external stakeholders.
• Maintain professional relationships with customers, suppliers, government agencies, and business partners.
• Handle sensitive information with utmost discretion and confidentiality.
• Facilitate effective communication across departments.
• Maintain accurate records, files, and documentation.
• Monitor and manage office supplies and administrative resources for the Executive Office.
• Process expense claims and ensure compliance with company policies.
• Support budget tracking and reporting for the Executive Office.
• Arrange local and international travel, accommodation, visas, and transportation.
• Prepare travel itineraries and briefing documents.
• Coordinate logistics for visiting executives and guests.
• Assist in tracking strategic projects and initiatives.
• Monitor project timelines and follow up with stakeholders on deliverables.
• Prepare project status reports and dashboards as required.
• Support change management and special business initiatives.
• Maintain records of key corporate documents and board resolutions.
• Ensure adherence to company policies, procedures, and governance requirements.
• Support audit and compliance activities relating to the Executive Office.

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong report writing and presentation preparation skills.
• Project coordination and document management skills.
• Familiarity with virtual meeting platforms and collaboration tools.
• Excellent organizational and planning skills.
• Strong interpersonal and communication skills.
• High level of integrity and confidentiality.
• Attention to detail and accuracy.
• Ability to work under pressure and manage multiple priorities.
• Strong problem-solving and decision-making skills.
• Professionalism and executive presence.
• Proactive and results-oriented mindset.

• Bachelor’s degree in business administration, Management, Secretarial Studies, Public Administration, Human Resources, Communications, or a related field.
• Minimum of 5 years' experience in an Executive Assistant, Personal Assistant, or Senior Administrative role.
• Experience supporting C-suite executives is preferred.
• Experience in a manufacturing, FMCG, or corporate environment is an added advantage.