Job Description
The Executive Assistant to the Deputy CEO & Strategy Coordinator is responsible for providing a broad range of high-level administrative support to the Deputy CEO while ensuring smooth administrative coordination for the Strategy Office. This hybrid role requires professionalism, discretion, and strong organizational skills in a fast-paced environment. The Executive Assistant serves as a trusted representative of the Deputy CEO, managing confidential and sensitive information with the utmost integrity and acting as a key liaison between the Deputy CEO, Strategy Office, executive team members, and internal and external stakeholders. Acting as a gatekeeper and ambassador for the Deputy CEO, the Executive Assistant must possess a deep understanding of the executive’s priorities, goals and values, as well as those of the organization. Maintaining awareness of the broader organizational context and strategic direction is essential, particularly when engaging with external parties.
Responsibilities & Duties
Executive Assistant to Deputy CEO;
1. Analyze the executive's day-to-day operating practices to create new systems or mechanisms to streamline work most efficiently and effectively.
2. Create an effective follow-up with all stakeholders and a feedback mechanism on all tasks, activities and requests initiated by your executive.
3. Manage the calendar, meetings, travel schedules and expense reports for the Deputy CEO, ensuring complete and accurate information is available for all matters.
4. Serve as a liaison and respond to internal and external inquiries and requests.
5. Maintain a high degree of confidentiality concerning all matters.
6. Coordinate the planning and scheduling of meetings.
7. Perform special project work as assigned.
8. Handle administrative duties, such as maintaining mailing lists, processing invoices and coordinating mailings and phone support.
9. Serve as the primary Office Manager, handling memo writing and internal communications as needed.
10. Understand the organization's values and become familiar with all team members and their roles and responsibilities.
11. Be prepared to answer questions and make decisions in the best interest of both the executive and the company. Operations Support – Strategy Office
12. Maintain strategy trackers, dashboards, and documentation prepared by the Strategy Office team.
13. Support strategy-related meetings by preparing agendas, capturing minutes, and tracking action items.
14. Consolidate departmental updates and prepare summary reports for the Deputy CEO and Strategy Office leadership.
15. Coordinate the scheduling of strategic reviews, workshops, and cross-functional meetings.
16. Standardize templates, reports, and communication materials used for strategy updates.
17. Follow up with departments on deliverables to ensure timely submission of information.
18. Assist in preparing and coordinating communication plans to ensure consistent updates on strategic initiatives.
Coordination & Communication
19. Act as a central point of coordination between the Deputy CEO, Strategy Office, and other departments.
20.Ensure efficient flow of information and maintain alignment with organizational priorities.
21. Provide structured administrative support that improves visibility of progress on strategic initiatives.
General
22. Maintain the security of the information, devices and systems that Eastnets, and its personnel, customers and partners use.
23. Protect Eastnets business information and any customer, supplier or partner information within its custody by safeguarding its confidentiality, integrity and availability.
24. Adhere to and comply with Eastnets internal security policies, Code of Ethics, Non-Disclosure Policy, Non-Compete Policy, Email Policy, Proprietary Rights Acknowledgement, Background Check Policy, and all other internal policies and employee handbook.
25. Participate in the company’s wide initiatives.
Qualifications
1. A bachelor’s degree in management information systems or a related field is preferred.
2. Previous experience in a similar role.
3. Additional courses in Business Writing and Elocution are advantageous.
4. Excellent oral and written communication skills in English
5. Superb organizational skills.
6. Proficiency in multitasking is essential.
7. Exceptional interpersonal skills and the ability to communicate effectively across all levels of the organization.
8. Familiarity with AI technologies and their application is a strong plus.
9. Demonstrated attention to detail.
10. Creative problem-solving skills.
11. The ability to maintain composure is essential for handling critical situations and pressure.
12. Advanced aptitude with all Microsoft Office applications, including Word, Excel, Visio and PowerPoint.
