Executive Assistant at Pishon and Brooks Advisory Services

JOB SUMMARY

• The Executive Assistant will provide high-level administrative and strategic support to the CEO / Managing Director, ensuring the smooth and efficient operation of the executive office.
• This role demands exceptional organizational ability, discretion, and a proactive approach to managing priorities in a fast-paced business environment.

KEY RESPONSIBILITIES

Executive Support

• Manage the CEO's calendar, scheduling meetings, appointments, and travel arrangements with precision.
• Prepare and review correspondence, reports, presentations, and briefing materials on behalf of the CEO.
• Act as the first point of contact for the CEO's office — screening calls, emails, and visitors.
• Coordinate board meetings, management meetings, and executive retreats including agenda preparation and minute-taking.
• Follow up on action items and decisions emanating from executive meetings.

Administrative & Office Coordination

• Manage travel logistics including flight bookings, hotel reservations, and itinerary planning for local and international trips.
• Maintain a well-organized filing system for executive correspondence and confidential documents.
• Liaise with internal departments, external partners, and stakeholders on behalf of the CEO.
• Handle procurement of office supplies and manage expenses related to the executive office.

Strategic & Project Support

• Conduct research and compile data to support executive decision-making and business initiatives.
• Monitor and track key projects, deadlines, and deliverables to keep the CEO informed.
• Support the preparation of business proposals, strategic documents, and company presentations.
• Maintain confidentiality of sensitive business information at all times.

QUALIFICATIONS & EXPERIENCE

• Bachelor's Degree in Business Administration, Secretarial Studies, Mass Communication, or a related field.
• Minimum of 5 years' experience as an Executive Assistant or Senior Personal Assistant, preferably supporting C-suite executives.
• Proven track record of managing complex schedules, multiple priorities, and confidential information.
• Experience in publishing, education, retail, or a related industry is an advantage.

REQUIRED SKILLS & COMPETENCIES

• Exceptional organizational and time management skills with strong attention to detail.
• Excellent written and verbal communication skills; professional and articulate.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive matters with utmost discretion, diplomacy and confidentiality.
• Strong interpersonal skills with a polished, professional presence.
• Proactive, self-motivated, and capable of working with minimal supervision.
• Ability to multitask, prioritizes under pressure, and meets tight deadlines.
• Ability to set up and handle virtual meetings platform.
• Excellent in data management and record keeping.
• Possess emotional intelligence and integrity.
• (Male Preferred)