Position Overview

The Executive Assistant is a strategic and executional support role responsible for enabling leadership effectiveness, supporting organizational processes, and ensuring operational discipline. This position balances high-level coordination with hands-on administrative execution, providing seamless support across governance, communications, reporting, and system management.

The role is accountable for ensuring directors remain focused on strategic outcomes while day-to-day operations, tasks, and processes are handled with precision. By driving consistency across governance, EOS, and operational systems, the Executive Assistant directly contributes to the organization's overall success. Collaboration with leadership and functional managers to align processes, policies, and communications is a key aspect of this role.

Core Duties and Responsibilities

Leadership Administration

Responsibilities related to governance, organizational support, and leadership enablement.

Calendar and Scheduling:

Manage executive calendars, prioritizing time effectively and coordinating travel, logistics, and preparation.

Governance and Meetings:

Arrange and coordinate monthly governance meetings with internal functional leaders, ensuring templates are prepared, pre-reads are completed, and actions are tracked. Facilitate meetings by capturing outcomes and presenting actions in subsequent sessions.

Task and Action Monitoring:

Monitor leadership tasks in HubSpot, ensuring alignment, visibility, and follow-through across functions.

Communications:

Draft and issue internal and external communications on behalf of directors, ensuring tone and consistency with organizational messaging. Coordinate with Marketing to align on brand standards.

Strategy and Planning Support:

Prepare Strategy and Planning packs, ensure formatting and consistency, and coordinate board meeting logistics including agendas, minutes, and follow-ups.

Entrepreneurial Operating System (EOS)

Focuses on supporting the organizations EOS framework to ensure discipline and alignment.

Governance Rhythm:

Support EOS cadence including governance, quarterly, and annual planning meetings, ensuring agendas, templates, and action logs are consistent.

Policy and Documentation Alignment:

Work with functional managers to align policies and procedures, standardizing formatting and publishing.

Metrics and Reporting:

Update KPIs from various systems into standardized EOS dashboards and ensure timely reporting.

Process Discipline:

Develop and maintain standard formats for process maps, procedures, and supporting materials, ensuring consistency across the organization.

Operations and Administration

Foundational and operational responsibilities to ensure compliance, efficiency, and support for leadership.

File and Information Management:

Manage organizational file systems across Google Drive, Teams, and SharePoint. Maintain standards, review redundancies, and align with Marketing.

PandaDoc Ownership:

Act as system owner for PandaDoc, overseeing contracts, marketing materials, workflows, branding, automation, and integration with other systems.

IT Administration:

Provide administrative IT support including user setup, access, aliases, forwards, and subscription management. Support onboarding and offboarding processes.

Finance and Expenses:

Support directors with credit card payments and Xero expense processes, ensuring timely submissions and accuracy while maintaining self-service.

KPI Reporting:

Update and maintain key KPIs across systems for governance reporting, flagging anomalies where necessary.

Risk and Compliance:

Track renewals such as insurances, registrations, and subscriptions, ensuring compliance documentation is accurate and up to date.

HR Administration:

Maintain accurate and confidential employee files, align Position Descriptions across roles, and prepare letters, contracts, and correspondence in coordination with leadership.

Stakeholder Engagement

Responsibilities related to supporting directors engagement with internal and external stakeholders.

Quarterly Client Reviews:

Coordinate quarterly client review meetings with directors, ensuring branded templates, aligned messaging, and timely population of materials with teams.

Presentation Development:

Develop presentations for internal and external use, ensuring consistency, professionalism, and strong alignment with director messaging.

Liaison Role:

Serve as liaison between directors and stakeholders, ensuring communication and follow-ups are managed in a professional and timely manner.

Special Projects

Responsibilities related to offsites, events, and strategic projects.

Offsite and Event Coordination:

Plan and manage logistics for leadership and team offsites (semi-annual or annual), including agendas, presentations, and team activities. Provide on-the-ground support to ensure seamless execution.

Project Support:

Assist in planning, execution, and monitoring of cross-functional projects, conducting research and preparing summaries where required.

Skills and Competencies:

• Organizational Mastery: Ability to manage multiple priorities and deliverables in a fast-paced environment.
• Communication Excellence: Strong written and verbal communication skills; able to draft professional correspondence and presentations.
• Confidentiality and Discretion: Demonstrated ability to manage sensitive information with professionalism.
• Process Discipline: Strong understanding of EOS principles and ability to maintain consistency across governance and documentation.
• Technology Proficiency: Skilled in tools such as, MS 365 Office, HubSpot, Xero, PandaDoc, SharePoint, Teams and the MS Ofifce Suite of Products; Power Point, Excel, Word etc.
• Problem-Solving: Proactive approach to anticipating needs and resolving issues before they escalate.
• Stakeholder Management: Ability to engage professionally with internal and external stakeholders.
• Continuous Improvement: Identify opportunities to improve processes and systems.
• Travel and Logistics: Capable of coordinating domestic and international travel arrangements including itineraries, visas, and expenses.