Job Description

Role Overview

The Executive Assistant to the CEO to provide administrative, operational, and strategic support to the CEO in support of achieving the Company’s outcomes through effective and efficient working relationships with the Owner’s representatives, their Senior Leadership Team (SLT) direct reports, Home Office Staff, J. Hilburn field representatives, vendors, and other external parties as needed.

Core Accountabilities and Responsibillities

Executive Support:

Scheduling and Coordination:

• Manages the CEO’s calendar, including scheduling meetings, prioritizing requests, and resolving conflicts.
• Screens and prioritizes emails, calls, and correspondence on behalf of the CEO.
• Prepares briefings, agendas, and supporting documents ahead of meetings.
• Creates work reminders to ensure the CEO’s time is managed daily, weekly, and monthly to achieve their work output targets.
• Co-ordinates the communication and logistics arrangements for internal and external meetings.
• Ensures the CEO is well-prepared and equipped for internal and external meetings.

Operational Efficiency:

• Anticipates the CEO’s needs and proactively solves problems before they arise.
• Streamlines daily work processes to improve time management and communication flow.
• Organize documents (hard and soft copies as required) in an easily retrievable way.
• Organizes and maintains up-to-date contacts in an easily retrievable and accessible way.
• Manages company travel, logistics, expense reimbursements, memberships, subscriptions, and other such administrative arrangements for the CEO.
• Assists with personal and/or family logistics as required.

Communication and Coordination

Communications Coordination:

• Acts as the first point of contact between the CEO and internal and external stakeholders.
• Drafts, reviews, edits, and, when approved, circulates presentations, reports, minutes of meetings, and other such information as required.
• Maintain

CEO Representation:

• Represents the CEO in meetings, responds to correspondence, reaches out to parties on behalf of the CEO, and performs other such representations as required.

Projects and Events

Company Projects:

• Co-ordinates cross-departmental initiatives at the CEO’s direction.
• Monitors and reports on projects directly linked to the CEO’s deliverables to flag issues and ensure that progress is on time and in line with the CEO’s priorities.
• Assists with research, data-gathering, and analyses to inform CEO and SLT decision-making where required.

CEO-led Events:

• Supports the design of the event, and when approved, sources appropriate venues and suppliers.
• Manages the communication and logistical arrangements.
• Participates and provides support at events as required.

Executive Relationships Management

Ownership Coordination:

• Coordinates with Ownership Executive Assistants (EAs) on joint J. Hilburn and Ownership projects, events, meetings, and other such initiatives.
• Manages the communication and communication arrangements as assigned.
• Participates and provides support at events, meetings, and other such initiatives as required.

VIP Relationships:

• Builds and maintains strong relationships with key external and internal partners and leaders.
• Serves as an Ambassador for the CEO and the Company, in promoting the Company’s direction, Client Value Proposition, and core values.
• Handles VIP interactions with professionalism and discretion. superior business results.

Required Education and Experience

• Undergraduate degree, preferable in Business Administration or a related field.
• 5 years of proven experience as an Executive Assistant to the CEO or next level down.
• Exceptional organizational, communication, and problem-solving skills.
• Strong relationship-building skills.
• Proven ability to handle confidential information with discretion.
• Professional presence.

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