Executive Assistant

The Executive Assistant (EA) provides high-level, strategic support to the Group CEO and Executive Committee (Exco) by ensuring smooth operations, effective time management, and flawless coordination across global timezones. This role requires exceptional organizational skills, professional maturity, and the ability to manage complex priorities with discretion and precision.

Reporting to the Group CEO this role will provide proactive day to day support in diary management, communication, logistics, travel and general exco administration.

Key Responsibilities

Executive Support & Diary Management

• Manage and maintain a complex global calendar for the CEO and provide diary support for the rest of the Exco as required.
• Anticipate scheduling needs, resolve conflicts, and ensure all engagements are well-prepared and prioritized.
• Act as a trusted gatekeeper, ensuring the CEO's time is focused on their priorities

Meetings & Communication

• Prepare and follow up Exco and Global leadership meetings including agendas, pre-reads, minutes, and action tracking.
• Draft and review internal and external communications such as emails, reports, and presentations.
• Monitor information flow and ensure timely communication between Exco members and key stakeholders.
• Coordinate board and leadership team meetings, ensuring materials are circulated in advance.
• Coordinate Global Townhalls and agendas.

Events, Travel & Expense Claims

• Coordinate and manage complex global travel arrangements, itineraries, and logistics for Executive Committee members.
• Organize and provide end-to-end support for leadership offsites, meetings, and special events.
• Oversee comprehensive follow-up, documentation, and communication related to meetings, travel, and executive activities to ensure flawless execution.
• Prepare, submit, and manage expense claims and reimbursements on behalf of the CEO, ensuring accuracy and compliance with company policies.

Operational Excellence

• Serve as the first point of contact for communications directed to the Exco.
• Anticipate issues, resolve scheduling or logistical conflicts proactively, and maintain the highest standards of discretion.
• Continuously seek ways to improve efficiency through technology, process optimization, and best practices.

Knowledge and experience:

The successful candidate will be encouraged to continuously develop skills in organizational efficiency, communication technologies, and global executive support best practices. This includes deep proficiency in complex calendar management, sophisticated travel planning, and adopting new technologies to streamline executive processes.

• Minimum of 7 years work experience as an Executive Assistant in a fast-paced business environment
• Outstanding organizational skills and a proven track-record of successful project management;
• Excellent document drafting skills and strong knowledge of the Google suite (gmail, drive, google doc, sheets)
• Fluent in English with excellent writing skills and the ability to adapt the tone of voice of others.
• Extensive experience in preparing and writing presentations.
• A proven track record of quickly understanding complex content.

Preferred

• Previous digital marketing experience
• Having had similar roles in the industry or close sectors
• Knowledge of the GMP / GCP landscapes
• Experience in privately owned / PE owned business environments

Personal Attributes

• Proactive & Resilient:
  A self-starter who anticipates needs and stays composed under pressure.
• Collaborative:
  Works effectively with diverse global teams and supports colleagues to achieve shared goals.
• Trustworthy:
  Exercises sound judgment, integrity, and discretion at all times.
• Solution-Oriented:
  Demonstrates initiative and drives results that exceed expectations.
• Aligned with Incubeta Values:
• Earn Trust
• Help Others Succeed
• Dare to Lead
• Exceed Expectations

Equal Opportunity Employer
: Incubeta is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Application Process:

If you feel you meet the criteria please kindly submit your resume and cover letter. Applications will be reviewed on a rolling basis until the position is filled.Please take note that if you do not receive a response within 2 weeks of applying, you should consider your application as unsuccessful.

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