Executive Assistant at Ceesolar

Job Summary

• The Executive Assistant (EA) to the Managing Director (MD) provides proactive, high-level administrative and strategic support to enable the MD’s effectiveness in leading the organization. This role is central to managing the MD’s priorities, streamlining internal and external communications, and coordinating cross-functional initiatives. The EA is expected to handle sensitive matters with a high degree of professionalism, discretion, and independent judgment, while acting as a gatekeeper, liaison, and thought partner to the MD.

Key Responsibilities

• Executive Scheduling & Calendar Management:
• Manage the MD’s complex calendar, scheduling internal meetings, external engagements, and site visits. Ensure priorities are reflected in the calendar and conflicts are preemptively resolved.
• Correspondence & Communication:
• Draft and respond to high-level emails, letters, reports, and presentations on behalf of the MD. Maintain professionalism and clarity in all external-facing communication.
• Meeting Coordination & Follow-Up:
• Organize executive meetings, board briefings, and strategy sessions. Take minutes, capture action points, and follow up with relevant teams to ensure timely execution.
• Project & Task Management:
• Track and manage deliverables assigned to the MD or requiring the MD’s oversight. Ensure alignment across teams and flag delays or decision points.
• Information Management & Briefing:
• Prepare summaries, briefing notes, and background documents to support the MD’s engagements with partners, regulators, investors, or internal teams.
• Presentation Development for Speaking Engagements:
• Create high-quality PowerPoint presentations and visual materials for the MD’s speaking events, public forums, investor meetings, and industry panels. Ensure clarity, consistency, and strategic alignment in messaging.
• Event Participation & Documentation:
• Accompany the MD to key meetings, site visits, and external events. Take detailed notes, document action points, and support follow-up on commitments.
• Travel & Logistics Support:
• Coordinate the MD’s travel plans, including flights, accommodation, site visits, local transport, and security where applicable.
• Confidential & Strategic Support:
• Handle highly sensitive information and maintain strict confidentiality at all times. Support the MD with research, document review, and strategic decision support as required.
• Stakeholder Management:
• Serve as a point of contact for the MD’s office, engaging with senior leadership, clients, partners, and government officials with diplomacy and efficiency.
• Office of the MD Oversight:
• Support the overall effectiveness of the MD’s office by ensuring systems, communications, and administrative processes are well-coordinated and responsive.

Qualifications and Requirements

• Bachelor’s degree in Business Administration, Management, Social Sciences, or any related field.
• 3–5 years of relevant experience supporting a C-level executive, preferably within a dynamic or technical environment.
• Excellent organizational and time-management skills, with the ability to multitask and prioritize under pressure.
• Strong communication and writing skills — clear, professional, and concise.
• High emotional intelligence, discretion, and integrity in handling confidential matters.
• Proficiency in Microsoft Office Suite and digital collaboration tools (e.g., Google Workspace, Trello, Zoom).
• Proven ability to work independently while maintaining alignment with leadership goals.

Preferred Attributes

• Prior experience in the renewable energy, infrastructure, or development sectors.
• Strong interest in sustainability, energy access, or climate innovation.
• Ability to anticipate needs, think strategically, and problem-solve without micromanagement.
• Professional polish and presence when representing the MD in high-stakes settings.