Executive Assistant to the Board Chairman at Wellspring College

We are seeking a mature, highly organised, discreet, and resilient Executive Assistant to provide high-level administrative, executive, and financial support to the Board Chairman.

The successful candidate will be responsible for managing the Chairman’s schedule, coordinating meetings and engagements, handling confidential information, supporting financial and administrative activities, and ensuring the effective management of the Chairman’s professional commitments.

This role requires a person of unquestionable integrity, sound judgement, strong attention to detail, and the ability to remain composed and effective under pressure. The ideal candidate must demonstrate flexibility, anticipate needs, exercise initiative, and maintain the highest standards of professionalism and confidentiality.

Key Responsibilities

Executive and Administrative Support

• Manage the Chairman’s calendar, appointments, meetings, and official engagements.
• Coordinate travel arrangements, itineraries, accommodation, and related logistics.
• Prepare correspondence, reports, presentations, meeting agendas, and briefing notes.
• Screen and prioritise calls, emails, visitors, and requests requiring the Chairman’s attention.
• Follow up on assigned tasks, decisions, and outstanding matters to ensure timely completion.

Financial and Accounting Support

• Assist with the preparation, review, and monitoring of budgets, expense records, and financial reports as required.
• Maintain accurate records of expenses, reimbursements, payments, and related documentation.
• Review invoices, receipts, and supporting documents for accuracy and completeness.
• Support financial reconciliations and expenditure tracking where required.
• Ensure that financial transactions and records are handled with accuracy, confidentiality, and appropriate accountability.

Meetings and Stakeholder Coordination

• Organise meetings with board members, senior executives, business associates, and other stakeholders.
• Prepare meeting materials, take minutes where required, and track action points.
• Facilitate effective communication between the Chairman and relevant stakeholders.
• Handle official enquiries and interactions with tact, courtesy, and sound judgement.

Confidentiality and Professional Conduct

• Handle sensitive personal, business, financial, and organisational information with strict confidentiality.
• Exercise discretion in managing privileged information and sensitive engagements.
• Demonstrate honesty, loyalty, accountability, and ethical conduct in all professional dealings.
• Maintain professional boundaries while building a relationship of trust with the Chairman.

Operational and Personal Effectiveness

• Anticipate the Chairman’s administrative needs and proactively identify solutions.
• Manage competing priorities and urgent requests without compromising accuracy or service quality.
• Undertake additional executive support responsibilities within the scope of the role.
• Remain available for flexible working hours and occasional work outside standard office hours, as business demands require.

Qualifications and Experience

• A Bachelor’s degree or HND in Accounting, Finance, Business Administration, or a related discipline.
• A recognised accounting or finance professional qualification will be an added advantage.
• Proven experience in a similar role, preferably supporting a Board Chairman, CEO, Managing Director, or other senior executive.
• Demonstrable experience in financial documentation, expense management, budgeting, or basic accounting processes.
• Strong proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
• Excellent written and verbal communication skills.

Required Competencies and Personal Attributes

The ideal candidate must demonstrate:

• Maturity and sound judgement: Able to handle sensitive situations responsibly and make appropriate decisions within delegated authority.
• Integrity and discretion: Demonstrates honesty, trustworthiness, confidentiality, and ethical conduct.
• Resilience: Remains composed, dependable, and productive under pressure and when managing demanding schedules.
• Organisation and attention to detail: Able to coordinate multiple activities, maintain accurate records, and meet deadlines.
• Proactiveness: Anticipates needs, takes initiative, and follows through on commitments without constant supervision.
• Flexibility and adaptability: Willing to adjust working hours and arrangements in response to the Chairman’s schedule and business requirements.
• Interpersonal effectiveness: Communicates confidently and respectfully with individuals across different levels of seniority.
• Professionalism: Maintains a polished, dependable, and service-oriented approach to work.