Executive Administrative Assistant- Regulatory

Reporting directly to the CEO, the Senior Executive Assistant (EA) is a trusted partner and key enabler of the CEO’s effectiveness. The EA provides high-level, confidential executive support and acts as a liaison between the CEO, senior leadership, the Board of Trustees, investors, and internal and external stakeholders.
The role requires exceptional judgment, organizational excellence, and discretion, while anticipating needs, driving efficiency, and enabling the CEO to focus on strategic leadership. The EA must thrive in a fast-paced, complex environment, with the ability to manage competing priorities and build strong relationships across the business.

Key Responsibilities

Executive Support & Coordination
Manage the CEO’s calendar of meetings, travel, and events, ensuring priorities are aligned with strategic objectives.
Anticipate and proactively prepare the CEO for meetings, presentations, and decision-making.
Coordinate logistics for internal and external meetings, investor calls, Board sessions, and corporate events.
Draft, edit, and prepare correspondence, reports, and presentations for the CEO.
Screen and manage incoming communications (email, phone, correspondence), prioritizing issues and responding on behalf of the CEO where appropriate.

Board & Governance Support
Ensure the CEO is fully prepared for Board and committee meetings, anticipating requirements and providing timely information.
Assist in drafting and coordinating communications from the CEO to Board members, ensuring clarity, accuracy, and professionalism.
Act as a key liaison to the Board on behalf of the CEO, managing scheduling, logistics, and flow of information.

Operational & Financial Administration
Review, prepare, and reconcile CEO’s business expense reports; manage approvals and reimbursements.
Oversee payments and wire transfers requiring CEO approval, ensuring accuracy and compliance.
Support senior management expense reporting and, where required, liaise with Finance and Accounting teams on CEO-related matters.

Stakeholder Engagement & Communication
Act as the first point of contact and representative of the CEO with internal and external stakeholders.
Build strong relationships across all levels of the organization, ensuring smooth flow of communication and decision-making.
Maintain confidentiality, professionalism, and diplomacy in handling sensitive information and situations.

Project & Strategic Support
Support the CEO with special projects, initiatives, and strategic priorities, ensuring timely follow-up and execution.
Research, prepare background information, and provide insights to support CEO decision-making.

Knowledge, Skills, and Experience

Minimum 7–10 years’ experience supporting a CEO or C-Suite executive in a fast-paced, global or corporate environment.
Proven ability to manage complex schedules, travel, and stakeholder relationships.
Strong business acumen and ability to understand organizational priorities.
Excellent written and verbal communication skills, with ability to draft professional correspondence and prepare Board-level communications.
Highly proficient in MS Office (Word, Excel, PowerPoint, Outlook), video conferencing platforms, and Board management software (e.g., Diligent).
Strong judgment, discretion, and ability to handle confidential matters with integrity.
Exceptional organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
Proactive problem solver who anticipates needs and delivers results.
Demonstrated ability to operate independently, exercise initiative, and support senior executives under pressure.

Core Competencies

Strategic Partnering: Anticipates CEO needs and ensures alignment with strategic goals.
Confidentiality & Integrity: Maintains trust while handling highly sensitive matters.
Relationship Management: Builds credibility with Board members, executives, and external stakeholders.
Adaptability: Thrives in a changing, fast-paced, and global environment.
Operational Excellence: Brings structure, efficiency, and consistency to executive office operations.