Job Description
Reports to Owner
Position purpose
The Executive Assistant to the Owner provides high-level administrative, operational, and personal support. The position serves as a central point of coordination for the Owner’s priorities, supports the assessment of new business opportunities, and ensures timely follow-up with internal and external stakeholders. The role requires discretion, independent judgment, and the ability to work effectively in a changing business environment.
Key responsibilities
Executive support and coordination
• Manage the Owner’s calendar, meetings, appointments, correspondence, and travel arrangements; prepare agendas, briefing notes, and supporting documents.
• Attend meetings when requested, record key decisions and action points, and follow through with responsible parties to ensure agreed deadlines are met.
• Prioritize incoming requests and communications, respond or escalate as appropriate, and provide the Owner with accurate, concise status updates.
• Maintain organized and secure business records, contact lists, schedules, and confidential documents.
Business development and expansion
• Conduct preliminary research on potential countries and markets, including customer demand, competition, operating conditions, and commercial opportunities; present findings and recommendations for the Owner’s consideration.
• Identify prospective customers, suppliers, and partners; coordinate introductions, meetings, and ongoing communication.
• Assist in preparing business plans, feasibility summaries, presentations, and project updates in collaboration with relevant internal teams and external advisers.
• Monitor the progress of expansion initiatives and new ventures, track milestones and dependencies, and raise risks or delays promptly.
Stakeholder follow-up
• Serve as a professional liaison with customers, suppliers, business partners, and internal departments on matters delegated by the Owner.
• Follow up on quotations, proposals, commitments, documentation, and deliverables; ensure stakeholders receive timely and accurate updates.
• Draft clear, polished emails and other communications appropriate to each audience.
Personal and family support
• Coordinate selected personal and family appointments, travel, bookings, service providers, and administrative matters as requested by the Owner.
• Handle all personal and family information with the highest level of confidentiality, sensitivity, and professional judgment.
Qualifications and competencies
• Proven experience as an Executive Assistant, Personal Assistant, or in a comparable role supporting a business owner or senior executive.
• Excellent written and verbal communication skills and the ability to represent the Owner professionally with varied stakeholders.
• Strong organizational, research, analytical, and follow-up skills, with the ability to manage multiple priorities and meet deadlines.
• Maturity, confidence, initiative, sound judgment, and a high degree of discretion and integrity.
• Proficiency in Microsoft Office, digital calendars, and document and task management tools.
• Ability to work independently while coordinating effectively with colleagues and external parties.
Travel and working arrangements
The position requires willingness to travel as business needs arise and flexibility in working hours. The Owner may occasionally require support by phone outside regular working hours, including weekends, for time-sensitive matters. Travel frequency and availability expectations will be agreed during the hiring process