Executive Assistant to the CEO at Elizabeth Maddeux

Our client, a leading construction, manufacturing and distribution group is looking to hire an Executive Assistant. The Executive Assistant (EA) will provide high-level administrative, operational, and strategic support to the Director. The role ensures effective time management, workflow coordination, decision-making support, and communication flow within and outside the Executive Office. The EA acts as the primary point of contact between the Director and internal/external stakeholders, ensuring the Director’s priorities are executed efficiently and confidentially.

KEY RESPONSIBILITIES

• Manage and coordinate the Director’s calendar, appointments, meetings, and travel schedules.
• Prepare daily briefs, agendas, itineraries, and meeting documents for the Director.
• Draft, review, and edit correspondence, memos, presentations, and reports on behalf of the Director.
• Maintain an organized filing system (digital and physical) for confidential documents and records.
• Track, prioritize, and follow up on pending actions, deadlines, and deliverables.
• Act as the primary liaison between the Director and internal/external stakeholders.
• Respond to inquiries on behalf of the Director professionally and promptly.
• Coordinate communication flow, ensuring accurate and timely dissemination of information.
• Assist in the preparation and coordination of executive-level communications, speeches, and presentations.
• Schedule, plan, and organize executive meetings, board meetings, retreats, and stakeholder engagements.
• Record and distribute accurate minutes, track decisions, and follow up on action points.
• Handle logistics for workshops, conferences, and business events attended by the Director.
• Conduct research, gather data, and compile reports to support decision-making.
• Prepare executive dashboards, summaries, and briefing notes.
• Support strategic initiatives, special projects, and business development activities assigned by the Director.
• Assist in monitoring performance indicators, project progress, and strategic tasks.
• Oversee smooth operations of the Executive Office, ensuring professionalism and efficiency.
• Manage budgets and expenditures relating to the Director’s office (travel, meetings, supplies).
• Maintain office protocols, confidentiality, and high professional standards.
• Handle confidential information with utmost discretion.
• Uphold the Director’s expectations, values, and corporate leadership standards.
• Demonstrate professionalism, emotional intelligence, and sound judgment in all interactions.

QUALIFICATIONS & EXPERIENCE

• Bachelor’s degree in Business Administration, Management, Social Sciences, or related field.
• Minimum of 5-8 years relevant experience supporting C-Suite executives or senior management.
• Proven ability to manage a fast-paced executive environment.

TECHNICAL SKILLS

• Excellent proficiency in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook.
• Strong report writing and document management skills.
• Ability to manage digital tools: project management apps, scheduling tools, CRM systems, etc.

SOFT SKILLS

• Exceptional written and verbal communication skills.
• Strong organizational and time-management abilities.
• Analytical and problem-solving skills.
• High emotional intelligence and interpersonal skills.
• Ability to multitask and work with minimal supervision.
• Discretion and integrity in handling confidential information.

KEY COMPETENCIES

• Executive presence and professionalism
• Attention to detail and accuracy
• Proactive thinking and initiative
• Stakeholder management
• Project coordination
• Strategic support capability
• Confidentiality and discretion