Jobs at Proten

Job Summary

• The Executive Assistant will provide high-level executive and administrative support to the CEO, managing the CEO’s time, priorities, correspondence, engagements, travel, approvals, and follow-up actions.
• The role serves as a key coordination point for the CEO’s Office, proactively anticipating requirements, filtering requests, tracking decisions and delegated actions, and ensuring the CEO is well prepared for critical meetings, decisions, and engagements.

Responsibilities
Calendar & Meeting Management:

• Manage the CEO’s calendar end-to-end, including internal and external meetings, appointments, and engagements.
• Assess, prioritize, schedule, redirect, and reschedule meeting requests based on urgency, purpose, participants, and the CEO’s priorities.
• Anticipate and proactively resolve scheduling conflicts and ensure requests contain the necessary context and supporting materials.
• Prepare and circulate agendas, briefing notes, presentations, and other materials ahead of key meetings.
• Take or coordinate minutes and maintain follow-up action trackers to ensure timely closure.

Inbox & Correspondence Management:

• Manage and triage the CEO’s inbox, prioritizing correspondence requiring action, information, delegation, or follow-up.
• Flag urgent, sensitive, and high-priority matters requiring the CEO’s attention.
• Draft, proofread, and issue correspondence on behalf of the CEO with accuracy, professionalism, and appropriate tone.
• Track outstanding correspondence, requests, and approvals and proactively follow up to closure.
• Maintain strict confidentiality and exercise sound judgement when handling sensitive information.

Travel, Requisitions & Approvals:

• Coordinate local and international travel arrangements, including flights, accommodation, visas, itineraries, and logistics.
• Prepare and process CEO-related requisitions, refunds, reimbursements, and other approvals accurately and within agreed timelines.
• Liaise with Finance/Accounts and relevant stakeholders to track payments, refunds, and reimbursements.
• Maintain an up-to-date tracker of pending CEO approvals and ensure the CEO has the required information to make timely decisions.

Project & Task Coordination:

• Maintain central trackers for CEO commitments, decisions, delegated tasks, projects, and meeting actions.
• Track deadlines, deliverables, owners, dependencies, and progress across CEO-supported initiatives.
• Follow up with departments and stakeholders to drive agreed actions to completion.
• Identify overdue, stalled, or at-risk actions and escalate them to the CEO with concise summaries and recommended interventions.
• Consolidate departmental updates and reports into concise executive summaries.

CEO Briefing & Executive Support:

• Prepare concise daily/weekly summaries covering key meetings, priorities, pending decisions, outstanding actions, and matters requiring the CEO’s attention.
• Anticipate the CEO’s information and administrative requirements based on upcoming commitments and priorities.
• Support preparation for presentations, speeches, management engagements, and external meetings.
• Provide administrative and coordination support for special projects and assignments delegated by the CEO.

Board & Stakeholder Support:

• Coordinate with the Company Secretary, Board members, Executive Management, and other stakeholders on matters requiring CEO input.
• Support the preparation of reports, presentations, briefing materials, and papers forBoard, CEC, Management, and Executive Committee meetings.
• Coordinate scheduling and logistics for senior leadership meetings, CEC, Finance Committee, and other executive engagements.
• Track and follow up on actions arising from Board, CEC, and Management meetings.

Executive Office Administration:

• Manage the CEO’s appointments, correspondence, filing, records, and other administrative requirements.
• Maintain organized and confidential executive records and documentation.
• Ensure timely, accurate, and professional execution of all CEO Office activities.

Requirements

• Bachelor’s Degree in Business Administration, Management, Social Sciences, Communications, or a related discipline with 3 – 5 years’ experience providing executive support to a CEO, MD, ED, or other C-suite executive in a fast-paced organization.
• Experience supporting Board, Executive Committee, or senior management meetingsis an advantage.
• Demonstrated experience managing complex calendars, high-volume correspondence, executive travel, approvals, and multiple competing priorities.
• Relevant certification in Executive Assistance, Personal Assistance, Office Administration, or a related field is an advantage.
• Strong knowledge of executive office administration, corporate governance, Board/Company Secretarial processes, travel and logistics, expense / reimbursement processes, and project/task coordination.
• Proficiency in Microsoft Office Suite and digital productivity tools.
• Excellent written and verbal communication, organization, planning, negotiation, and stakeholder management skills.
• Strong executive judgement, prioritization, problem-solving, anticipatory thinking, emotional intelligence, discretion, and confidentiality.
• Ability to work with speed, accuracy, composure, and professionalism under pressure.
• General understanding of the company’s industry, business model, and operations.

Benefits

• Annual Leave Allowance
• HMO
• Pension
• Communication Allowance