Executive Assistant at CapitalSage Technology Limited

Role Purpose

• Provide high-level administrative, strategic, and operational support to the Group Executive Director (ED), Corporate Services. You’ll manage priorities, protect the ED’s time, and ensure seamless execution across Corporate Services functions for the holding company and its subsidiaries.

Key Responsibilities

Executive Support & Calendar Management

• Calendar Control: Manage the ED’s calendar, schedule meetings, and coordinate priorities across subsidiaries.
• Briefing Preparation: Prepare briefing packs, high-impact presentations, and talking points for board and exco meetings.
• Proactive Gatekeeping: Anticipate needs, flag schedule conflicts, and make decisions on the ED’s behalf within scope.

Correspondence & Stakeholder Management

• Executive Writing: Draft, edit, and send high-level emails, memos, corporate letters, and reports.
• Liaison Hub: Act as the primary bridge between MDs, HODs, external partners, regulators, and board members on behalf of the ED.
• Discretion: Maintain absolute confidentiality and ironclad discretion on all sensitive corporate matters.

Project & Meeting Coordination

• Action Tracking: Take accurate minutes, track action items, and follow up aggressively to ensure deadlines are met.
• Logistics Coordination: Coordinate travel and logistics for board meetings, town halls, strategic retreats, and executive events.
• Project Support: Support strategic initiatives and specialized projects within Corporate Services to drive execution.

 Admin & Office Operations

• Travel & Expenses: Manage comprehensive travel arrangements, complex itineraries, and expense reports for the ED.
• Office Flow: Oversee day-to-day office administrative processes to ensure smooth operations.
• Document Governance: Maintain neat filing systems, digital records, and document management frameworks for Corporate Services.

Requirements

• Education: BSc/HND in Business Administration, Office Management, Communications, or a related field.
• Experience: Minimum 4-5 years as an Executive Assistant, Personal Assistant, or Chief of Staff directly to C-suite/ED levels. Experience in a holding company, conglomerate, Fintech, or financial services environment is highly preferred.
• Core Skills: Exceptional organization and time management, elite business writing, stakeholder management, and proactive problem-solving.
• Tech Proficiency: Advanced mastery of MS Office/Google Workspace, executive presentation tools, and calendar/EMS tools. Experience or exposure to HRIS/ERP systems is a definite advantage.
• Key Attributes: High integrity, professional political savvy, a strict “no-surprises” mindset, and the comfort to thrive in a fast-paced, multi-entity environment.