Project Manager/Executive Assistant

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Main Purpose of the Job

Provide administrative support to CEO and to ensure that all Secretarial/Administrative/Support requirements are met for the office.

Key Accountabilities

Essential Duties and Responsibilities

  • Provides comprehensive support services to the CEO that ensures a professional, responsive and effective experience with the organization as a whole

  • Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements

  • Administers correspondence, emails, to do lists and manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism

  • Manage the general office admin responsibilities i.e. stationary orders, photocopiers etc.

Job Duties

  • Writes error-free, eloquent emails and letters

  • Assist in the organisation of CEO emails, ensuring urgent matters are addressed. Produce to do list from email for senior management, and manage on behalf of the CEO the execution of these activities

  • Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones)

  • Provides complex travel arrangements. Becomes familiar with the specific, detailed needs of the CEO and other senior management; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations

  • Accurately tracks expenses, by managing receipts. Processes and submits receipts accurately and on schedule

  • Maintains confidentiality and uses a high degree of discretion

  • Works in a professional and focused manner to schedule internal and external meetings

  • Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units

  • Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences

  • Takes notes and distributes meeting minutes, agendas and meeting packages

  • Assists with recruitment efforts, new hire orientations, on-boarding and terminations

  • Sets-up staff meetings, maintains electronic staff calendars and organizes team events

  • Answers and directs calls and emails of the CEO of a general nature

  • Provides timely and proactive management of the organisation's office environment

  • Maintains physical and electronic office filing systems


  • Maintains punctual, regular and predictable attendance

  • Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder

  • Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, suppliers, and co-workers and including the ability to communicate effectively and remain calm and courteous under pressure

  • Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude

  • Provides systematic and dependable follow up, as well as a high level of organization and preparedness

  • Maintains workflow under pressure and in a fast-paced, high-profile work environment

  • Respectfully takes direction from CEO

  • Other duties as assigned

Project Coordinator

  • Use and develop support systems and channels of communication effectively to foster strong relations with clients and contractors internally and externally

  • Assist in the administration of project documents, including invoicing, budgets, plans and risk documents

  • Organise meetings and workshops with internal and external contractors

  • Update project documentation and follow up project tasks when required

  • Work collaboratively with other team members and maintain effective liaison

PERSON SPECIFICATION Essential Knowledge, Skills and Experience

Executive Assistant Experience

  • Sufficient secretarial and administration experience in a busy office

  • Able to work at a senior level, and deal effectively with Executive level matters

  • Good judgement and able to request information when needed

  • Understanding of protocols for liaising with external committee members

Administration and Project Skills

  • Demonstrated experience with MS Word, MS Excel, MS Office and related programs

  • Excellent organisation and diary management skills, including use of Outlook

  • Respect for compliance issues and confidential information

  • Ability to track and chase progress on multiple projects

  • Accurate typing, high standards of general accuracy and attention to detail

  • High standard of written/verbal English

  • Strong numeracy skills, able to work accurately with data entry and checking figures

  • Ability to learn about new procedures and projects and become operational in a short period of time

  • Able to manage a busy workload and commitment to a high standard of work

People Skills

  • Professional and confident manner

  • Consistent high level of responsiveness

  • Ability to deal effectively with a wide range of people and at all levels in the organisation

  • Ability to work effectively self-directed with little supervision or as part of a team


  • Advanced Excel Skills

  • Contractor Management

  • Proven Executive Assistant Experience