Executive Assistant to the Executive Director

Job title : Executive Assistant to the Executive Director

Role Overview

• We are looking for a proactive and organized Executive Assistant to provide high-level administrative and operational support to the Executive Director of CINQTEOS Investments Limited.
• In this role, you will serve as the right hand to the Executive Director, ensuring smooth day-to-day operations, strategic alignment, and a seamless flow of communication.
• You will handle a wide range of executive tasks, from managing schedules to preparing key documents and facilitating internal and external communications.
• The ideal candidate will possess excellent communication skills, exceptional attention to detail, and the ability to maintain a high level of professionalism.

Key Responsibilities
Executive Support:

• Manage the Executive Director’s daily schedule, ensuring effective time management and prioritization of tasks.
• Act as a liaison between the Executive Director and internal/external stakeholders, maintaining effective communication channels.
• Coordinate and organize meetings, conferences, and events, preparing agendas, materials, and follow-up actions.
• Manage correspondence, including emails, phone calls, and letters, ensuring timely responses and proper documentation.
• Provide administrative support for Board meetings, including scheduling, preparing meeting materials, and documenting minutes.
• Conduct research and assist in the preparation and review of presentations, reports, and proposals for meetings and business discussions.

Project & Task Management:

• Track ongoing projects and ensure deadlines and milestones are met, facilitating communication and updates between teams.
• Support the development and execution of strategic initiatives and business operations.
• Maintain a system for tracking important deliverables and deadlines for the Executive Director and leadership team.
• Proactively identify and resolve operational bottlenecks, ensuring the Executive Director’s time is effectively managed.

Confidentiality & Communication:

• Handle confidential information with integrity and discretion, ensuring sensitive matters are managed appropriately.
• Draft internal and external communications on behalf of the Executive Director, maintaining a professional tone and strategic alignment with the organization’s goals.
• Foster positive relationships with clients, senior executives, and external partners while representing the Executive Director’s interests.

Administrative Duties:

• Manage office supplies, travel logistics, and event coordination for the Executive Director, ensuring all logistics run smoothly.
• Maintain accurate filing and record-keeping systems, both digitally and physically.
• Conduct research as needed to support decision-making and project development.
• Provide support for various administrative tasks across the leadership team and staff when needed.

Qualifications & Skills

• Bachelor’s Degree in Business Administration, Management, or a related field (additional qualifications are a plus).
• 5 - 7 years of experience in a similar Executive Assistant role or senior administrative support position.
• Excellent verbal and written communication skills, with a professional tone and attention to detail.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Discretion and confidentiality when handling sensitive information.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook), as well as virtual communication tools (e.g., Zoom, Teams).
• Ability to work autonomously while maintaining flexibility and responsiveness.
• Strong interpersonal skills with an ability to interact effectively with various stakeholders.
• Proactive and results-oriented, with a problem-solving mindset.
• Experience in supporting senior executives and managing high-stakes projects is preferred.

What We Offer

• A collaborative and inclusive work environment where professional growth is valued.
• Opportunities to work closely with senior leadership and contribute to strategic decision-making.
• Flexible work arrangements, with a focus on work-life balance.
• Health insurance and other workplace benefits.
• The opportunity to make a meaningful impact within a fast-growing firm.