Executive Assistant

Overview

Foci Group is seeking a proactive Executive Assistant (EA) to provide strategic administrative and operational support to its senior leadership team. This pivotal role extends beyond traditional administrative duties; the EA will serve as a trusted partner, gatekeeper and project coordinator , ensuring executives are well-prepared, informed and focused on delivering the Group’s strategic objectives. The ideal candidate will combine professionalism, discretion and initiative with the ability to manage multiple priorities in a fast-paced engineering and ICT environment.

Responsibilities

• Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments, composing and preparing correspondence, taking of minutes and compiling agendas and documents for meetings.
• Coordinates meetings and strategic activities with the senior management team and members of the company staff.
• Communicates on behalf of the CEO with members, and others, as directed.
• Conducts research and assembles materials needed for proposals.
• Drafts reports, letters, and other compliance documents, prepares and coordinates oral and written communication.
• Assists with budget control, as directed.
• Manage complex executive calendars, including internal / external meetings, travel, and events.
• Anticipate conflicts, prioritize requests, and optimize time usage.
• Draft, proofread, and send emails or memos on behalf of executives.
• Screen calls, messages, and requests, escalating only what requires executive attention.
• Serve as a liaison between executives, employees, clients, and partners.
• Prepare agendas, talking points, and briefing documents.
• Collect and synthesize background materials ahead of meetings.
• Record minutes, track action items, and ensure follow-up.
• Coordinate domestic and international travel (flights, hotels, transportation).
• Prepare detailed itineraries and handle last-minute changes.
• Process reimbursements and expense reports.
• Assist with projects research support, data gathering, and report preparation.
• Track projects progress on executive priorities and initiatives.
• Manage confidential information with discretion.
• Maintain organized digital filing systems.
• Manage document version control and approvals.
• Support onboarding or offboarding of company staff as needed.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, members, and external partners.
• Strong organisational skills that reflect the ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail.
• Highly organized, detail-oriented, and proactive.
• Strong communicator with professional polish.
• Able to anticipate needs and problem-solve independently.
• Comfortable working in fast-paced, high-pressure environments.
• Screen emails and calls, flagging urgent items and drafting responses where appropriate.
• Coordinate meetings and logistics, ensuring agendas, materials, and follow-ups are clear.
• Track executive priorities, following up with team members to ensure deliverables are met.
• Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow’s agenda.
• Coordinating the delivery of services provided by the Service Providers, including but not limited to scheduling; monitoring; evaluation of service delivery and payment.
• Producing professional documents using MS Office.
• Planning and tracking key business deliverables and reports through basic project management reporting.
• Ability to conduct research and present data in a succinct and well-written manner.
• Ability to work independently and with professional discretion.
• Ability to work with a broad range of people including members, staff, colleagues of the CEO and staff, and others.
• Occasional travel may be involved.
• Own reliable transport and a valid driver’s license is required.
• Assists in scheduling meetings, takes minutes, and makes necessary arrangements for meetings as required.
• Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
• Supports Special Projects teams as set up by the CEO, with the preparation of documents and communications.
• Maintaining confidential files and documents.
• Ensuring a strict sense of confidentiality, discretion, and general knowledge / awareness of the industry and organization.

Administrative Support

Budget and Expense Management

Ideal Experience & Skills

Required Qualification & Experience (Minimum)

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