Executive Assistant at Alan & Grant

Job Summary

• The Executive Assistant provides high-level support to high-profile leadership, ensuring smooth operations, effective coordination, and timely execution of strategic and administrative priorities.
• The role requires discretion, organizational excellence, strong communication skills, and the ability to manage complex tasks under pressure.

Key Responsibilities

 Executive Support & Coordination

• Manage leadership calendars, meetings, and daily priorities.
• Prepare, review, and edit correspondence, reports, presentations, and briefing documents.
• Plan, organize, and document meetings, including agenda preparation, minute-taking, and tracking of action items.
• Support project management efforts by gathering information, conducting research, and providing progress updates.
• Assist with travel planning, logistics, and protocol arrangements for local and international engagements.

Confidentiality & Professionalism

• Handle sensitive information with discretion and professionalism.
• Maintain confidentiality in all communications and documentation.
• Represent leadership professionally in selected engagements and ensure timely responsiveness to inquiries.

Communication & Stakeholder Management

• Liaise with internal teams and external stakeholders to facilitate smooth workflow and alignment with organizational goals.
• Support coordination between different departments and leadership teams.
• Escalate urgent issues or concerns to senior leadership promptly.

Office & Operations Management

• Oversee efficient office management, ensuring organization, documentation, and workflow optimization.
• Maintain awareness of organizational priorities, policies, and operational processes to address challenges proactively.
• Support governance activities, including preparation of regulatory or executive review documentation.

Problem Identification & Escalation

• Identify and report operational challenges, risks, or bottlenecks to leadership.
• Propose solutions or escalate issues as appropriate to ensure timely resolution.

Documentation & Reporting

• Ensure all assigned documents, reports, and meeting notes are accurate, complete, and submitted on time.
• Maintain organized filing systems for easy access and reference.

Requirements

• Minimum of two years’ experience in an Executive Assistant or similar role supporting senior/high-profile leadership.
• Bachelor’s degree in Business Administration, Management, or a related field.
• Excellent organizational, multitasking, and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office and collaboration tools.
• Ability to handle confidential and sensitive information with discretion.
• Strong problem-solving, research, and project coordination abilities.
• Familiarity with office management practices and executive support functions