Executive Assistant & Business Coordination

About the Role

We are seeking a highly organised, discreet and business-minded Executive Assistant & Business Coordination, Office of CEO & COO to provide executive-level support to the Company’s senior leadership.

This is not a traditional Personal Assistant or purely administrative position. The Executive Assistant works closely with the CEO and COO to coordinate executive priorities, facilitate communication, prepare management information, track key initiatives and ensure important decisions and action items are followed through.

Given the nature of the position, the Executive Assistant will have exposure to highly confidential business, financial, employee and strategic information. Integrity, discretion, confidentiality and sound judgement are fundamental requirements of this role.

For the purpose of this position, references to the “Founders” mean specifically the Founder and Co-Founder of the Company. This does not include appointed, functional or working directors of the Company.

⸻

Key Responsibilities

1. Executive Support to CEO & COO

• Manage and coordinate the CEO and COO’s schedules, meetings, appointments and business priorities.
• Organise internal and external meetings and executive engagements.
• Prepare agendas, briefing materials, presentations, reports and supporting information.
• Ensure the CEO and COO are properly briefed and prepared for important meetings and discussions.
• Screen, organise and prioritise matters requiring executive attention.
• Maintain appropriate records of important executive discussions, decisions and commitments.
• Coordinate business travel, accommodation, itineraries and related arrangements when required.

2. Executive Office Coordination

• Serve as a key coordination point between the CEO/COO and relevant departments or personnel.
• Communicate instructions, priorities and decisions authorised by the CEO or COO.
• Coordinate information and documentation required by the CEO and COO from different departments.
• Facilitate communication while ensuring that information is only shared with appropriately authorised individuals.
• Maintain effective communication between the Executive Office and relevant internal and external parties.

The Executive Assistant acts as a facilitator and coordinator and does not independently represent the views or decisions of the CEO, COO or Founders unless specifically authorised.

3. Management Follow-Up & Execution

• Record key decisions, action items, responsible persons and agreed deadlines arising from management discussions.
• Maintain management action trackers and follow up with responsible personnel.
• Monitor progress of key assignments and initiatives.
• Highlight overdue, delayed or critical matters to the CEO and/or COO.
• Ensure important instructions and decisions are properly followed through.
• Assist the CEO and COO in maintaining visibility over key operational and management matters.

4. Management Reporting & Information Preparation

• Coordinate and consolidate departmental updates, KPI information and management reports.
• Prepare concise executive summaries highlighting key issues requiring attention or decision.
• Assist with management dashboards, presentations and periodic business reviews.
• Gather, organise and validate information requested by the CEO and COO.
• Conduct business research, comparisons and preliminary analysis where required.
• Maintain organised records of management information and executive documents.

5. Projects & Strategic Initiatives

• Support the CEO and COO on strategic initiatives, special projects and business improvement activities.
• Coordinate stakeholders, timelines, meetings and deliverables for assigned projects.
• Track progress and follow up on outstanding actions.
• Assist with preparation of proposals, presentations, tenders, business cases and other executive-level initiatives.
• Take ownership of specific assignments delegated by the CEO or COO and drive them through to completion.
• Handle ad-hoc assignments of a confidential or strategic nature where required.

6. Founder & Executive Matters

Where specifically instructed, the Executive Assistant may provide coordination and administrative support on matters involving the Founder and Co-Founder.

Such matters may include:

• Corporate and strategic matters.
• Shareholder-related coordination.
• Confidential business discussions.
• Investment, acquisition or restructuring discussions.
• Strategic partnerships and negotiations.
• Other matters specifically designated as Founder-level matters.

Information relating to Founder-level matters must not be disclosed to other employees, managers or appointed/working directors merely by virtue of their position or seniority unless disclosure has been specifically authorised or is necessary for the proper performance of their responsibilities.

⸻

Confidentiality, Integrity & Professional Conduct

7. Position of Significant Trust

The Executive Assistant to the CEO & COO is considered a position of significant trust within the Company.

The nature of the position may provide access to information that is not available to other employees or members of management.

Access to such information is granted solely for the proper performance of the Executive Assistant’s responsibilities and does not constitute authority to disclose, discuss, distribute or use the information for any other purpose.

The Executive Assistant is expected to maintain an exceptionally high standard of confidentiality, integrity, discretion and professional judgement at all times.

8. Confidential Information

Confidential information may include, but is not limited to:

• CEO, COO and Founder communications and discussions.
• Business strategies and future plans.
• Company financial information and performance.
• Budgets and forecasts.
• Customer and prospect information.
• Pricing and commercial arrangements.
• Contracts and negotiations.
• Tenders and proposals.
• Employee remuneration and benefits.
• Performance reviews and management assessments.
• Recruitment and succession matters.
• Disciplinary and termination matters.
• Organisational restructuring.
• Management discussions and disagreements.
• Legal matters and disputes.
• Shareholder matters.
• Investment and financing discussions.
• Potential mergers, acquisitions or disposals.
• Partnership and vendor negotiations.
• Intellectual property and proprietary information.
• Passwords, access credentials and security-related information.
• Information specifically identified by the CEO, COO or Founders as confidential.
• Any information which, by its nature or circumstances, a reasonable person would understand should remain confidential.

9. Need-to-Know Principle

Confidential information must only be shared on a need-to-know and authorised basis.

The Executive Assistant must not assume that an individual is entitled to information merely because that individual holds a senior position within the Company.

This principle applies equally to employees, managers, Heads of Department and appointed/working directors.

Where there is uncertainty regarding whether information may be disclosed, the Executive Assistant must seek authorisation from the CEO or COO before disclosure.

10. Handling of Confidential Information

The Executive Assistant must:

• Maintain confidentiality over information obtained verbally, electronically, in writing or through attendance at meetings and discussions.
• Never discuss confidential Company or executive matters with unauthorised employees, friends, family members, customers, vendors or other external parties.
• Avoid discussing confidential matters in public or inappropriate environments.
• Protect documents, devices, passwords and access credentials under their control.
• Ensure confidential documents are stored and transmitted only through authorised Company systems.
• Not forward Company information to personal email accounts or personal messaging/storage platforms without authorisation.
• Not photograph, copy, download, print or retain confidential information for personal purposes.
• Not upload confidential information to unauthorised cloud services, applications or third-party platforms.
• Not input confidential Company information into public or unauthorised artificial intelligence tools.
• Immediately report any suspected loss, accidental disclosure, unauthorised access or confidentiality/security incident.
• Return or permanently delete Company information in accordance with Company instructions upon transfer, resignation or termination.

11. Continuing Confidentiality Obligation

Confidentiality obligations do not automatically end when the employee changes role or leaves the Company.

The Executive Assistant must continue to protect confidential and proprietary information following transfer, resignation or termination, in accordance with the employment agreement, confidentiality undertaking and applicable law.

Any unauthorised disclosure, misuse, removal or improper handling of confidential information may constitute serious misconduct and may result in disciplinary action, up to and including termination of employment, subject to applicable Company procedures and law.

The successful candidate will be required to sign and comply with the Company’s Confidentiality and Non-Disclosure Undertaking.

⸻

12. Role Authority & Boundaries

The Executive Assistant is authorised to coordinate, communicate, monitor and follow up on matters on behalf of the CEO and COO within the scope of instructions given.

The position does not:

• Carry independent executive decision-making authority unless specifically delegated.
• Supersede the functional authority or accountability of Heads of Department.
• Supersede the authority of appointed/working directors within their respective approved functions.
• Automatically have authority to commit the Company commercially or financially.
• Have authority to disclose confidential information simply because another employee or director requests it.
• Speak on behalf of the CEO, COO or Founders on matters where authority has not been given.

Where the Executive Assistant is uncertain about the extent of their authority, the matter should be referred to the CEO or COO.

⸻

13. Requirements

• Diploma or Bachelor’s Degree in Business Administration, Management, Communications or a related discipline.
• Relevant experience in executive support, business administration, project coordination, business development or a similar business-facing role.
• Strong organisational and time-management capability.
• Excellent follow-up and execution skills.
• Strong written and verbal communication skills.
• Ability to communicate confidently and professionally across different levels of the organisation.
• Ability to manage multiple priorities and deadlines simultaneously.
• Good proficiency in Microsoft Office and modern business productivity tools.
• Ability to prepare professional presentations, reports and business correspondence.
• Strong attention to detail.
• Good business judgement and problem-solving ability.
• Ability to work independently with minimal supervision.
• Demonstrated maturity, discretion and integrity when handling sensitive information.

14. Personal Attributes

We are looking for someone who is:

Trustworthy — understands that access to information is a privilege and responsibility.

Discreet — knows what can be communicated, what cannot and when to seek clarification.

Proactive — anticipates requirements instead of waiting for instructions.

Highly organised — keeps multiple priorities, deadlines and stakeholders on track.

Business-minded — understands the purpose and commercial context behind assignments.

Resourceful — able to find information, resolve issues and move assignments forward.

Persistent — comfortable following up until agreed actions are completed.

Professional — able to communicate appropriately with senior executives, employees, customers and business partners.

Adaptable — able to remain effective when priorities change or urgent matters arise.

Detail-oriented — able to manage details without losing sight of the overall objective.

⸻

Career Development

This position provides significant exposure to senior leadership and different areas of the business.

The successful candidate will gain first-hand experience in executive management, business operations, strategic initiatives and cross-functional coordination.

For a capable individual who demonstrates strong judgement, confidentiality and execution ability, the position can progressively develop into broader responsibilities involving executive-office management, strategic project coordination and business management support.