Senior Executive Assistant

1. POSITION SUMMARY

The Executive Assistant provides high-level administrative, organizational, and operational support to the Executive Management of Cacique International Ltd. The position requires a highly professional, discreet, organized, proactive, and detail-oriented individual who can manage competing priorities while maintaining a high level of confidentiality.

The Executive Assistant serves as a key point of coordination between the Executive Office, employees, clients, suppliers, professional advisors, government agencies, and other external stakeholders. The successful candidate must demonstrate sound judgment, excellent written and verbal communication skills, strong administrative capabilities, and the ability to anticipate the needs of senior management.

The Executive Assistant is expected to operate with professionalism and discretion at all times and must be capable of handling sensitive business, financial, personnel, and corporate information.

1. KEY RESPONSIBILITIES

A. Executive Support

• Provide comprehensive administrative support to the CEO, Managing Director, and/or senior executives.
• Manage and maintain executive calendars, appointments, meetings, and schedules.
• Coordinate internal and external meetings, including preparation of agendas and supporting documents.
• Prepare meeting rooms, presentations, briefing materials, reports, and other documentation.
• Monitor appointments, deadlines, commitments, and follow-up actions on behalf of executives.
• Ensure executives are adequately prepared for meetings, presentations, conferences, and business engagements.
• Maintain an organized system for tracking pending matters requiring executive attention.
• Anticipate executive needs and proactively address administrative requirements.
• Coordinate travel arrangements, accommodations, transportation, itineraries, and related documentation.
• Prepare travel briefing packages and schedules when required.

B. Correspondence & Communication

• Draft, proofread, format, and distribute professional correspondence, letters, memoranda, reports, and presentations.
• Manage incoming and outgoing correspondence on behalf of the Executive Office.
• Screen and prioritize telephone calls, emails, visitors, and requests directed to executives.
• Respond to routine correspondence and inquiries within established authority.
• Maintain professional communication with clients, vendors, employees, government agencies, attorneys, accountants, consultants, and other stakeholders.
• Ensure communications from the Executive Office are professional, accurate, timely, and appropriately documented.
• Prepare confidential communications and ensure they are distributed only to authorized persons.

C. Meeting & Project Coordination

• Schedule and coordinate management meetings, board meetings, presentations, conferences, and corporate events.
• Prepare agendas, minutes, action-item lists, and supporting documentation.
• Record meeting decisions and ensure assigned action items are followed up.
• Maintain a centralized calendar of important company deadlines, renewals, appointments, and events.
• Assist management with special projects and corporate initiatives.
• Conduct research and compile information required for management decision-making.
• Coordinate projects involving multiple departments and ensure deadlines are monitored.
• Prepare status updates and progress reports for management.

D. Administrative Management

• Maintain accurate and organized electronic and physical filing systems.
• Maintain confidential corporate records and executive documentation.
• Organize contracts, agreements, licenses, certificates, reports, and other important company records.
• Assist with the preparation and maintenance of corporate records and administrative documentation.
• Coordinate office supplies, equipment, services, and administrative requirements for the Executive Office.
• Assist with the preparation of expense reports, invoices, receipts, purchase requests, and other administrative records.
• Maintain databases, contact lists, distribution lists, and executive directories.
• Develop and maintain efficient administrative systems and procedures.
• Ensure important documents are properly named, filed, backed up, and readily accessible to authorized personnel.

• E. Confidentiality & Information Management
• The Executive Assistant will have access to sensitive company information and is expected to exercise the highest level of discretion.

Responsibilities include

• Maintaining strict confidentiality regarding company operations, finances, employees, clients, contracts, business plans, and executive matters.
• Safeguarding confidential documents and electronic information.
• Not disclosing confidential information to unauthorized individuals.
• Ensuring confidential correspondence is securely transmitted and stored.
• Exercising discretion when discussing company matters in public or with third parties.
• Following company policies regarding data protection, information security, records retention, and confidentiality.
• Immediately reporting any suspected loss, unauthorized disclosure, or security breach involving company information.

F. Financial & Administrative Assistance

• Assist executives with tracking business expenses and administrative expenditures.
• Prepare expense summaries and supporting documentation.
• Coordinate invoices and documentation for executive approval.
• Assist with monitoring recurring payments, subscriptions, licenses, and service agreements.
• Maintain accurate records of executive-related expenses and commitments.
• Liaise with accounting personnel regarding documentation and administrative matters.
• Assist with preparing basic financial and operational reports as requested.

Note: The Executive Assistant is not authorized to approve payments, enter into financial commitments, or make financial decisions on behalf of the company unless expressly authorized.

G. Client & Stakeholder Relations

• Serve as a professional representative of the Executive Office.
• Maintain positive relationships with clients, suppliers, business partners, and other stakeholders.
• Coordinate executive communications with important clients and business contacts.
• Assist with client meetings, presentations, events, and hospitality arrangements.
• Follow up on requests and ensure matters are directed to the appropriate department or executive.
• Maintain an up-to-date executive contact database.

• The Executive Assistant must ensure that all submissions and correspondence are accurate, properly authorized, and completed within required deadlines.
• I. Special Projects

The Executive Assistant may be assigned special projects by senior management, which may include

• Researching business opportunities;
• Preparing presentations;
• Coordinating corporate events;
• Assisting with recruitment and onboarding activities;
• Supporting organizational projects;
• Preparing business reports;
• Conducting vendor research;
• Coordinating office relocations or renovations;
• Assisting with marketing and corporate communications;
• Coordinating meetings with investors, clients, or business partners; and
• Other projects deemed necessary by Executive Management.

QUALIFICATIONS & EXPERIENCE

Required

• Bachelor's degree in Business Administration, Management, Office Administration, Communications, or a related field preferred.
• Minimum 3–5 years of experience as an Executive Assistant, Personal Assistant, Office Manager, Executive Secretary, or similar senior administrative position.
• Proven experience supporting senior executives or company directors.
• Excellent written and spoken English.
• Strong proficiency in Microsoft Office, including:
• Word
• Excel
• PowerPoint
• Outlook
• Strong calendar and email management skills.
• Excellent document preparation and formatting skills.
• Strong organizational and time-management abilities.
• Ability to handle confidential information appropriately.
• Strong interpersonal and professional communication skills.

Preferred

• Experience working in a corporate or professional-services environment.
• Experience dealing with senior executives, clients, government agencies, attorneys, accountants, or financial institutions.
• Experience coordinating business travel and corporate events.
• Familiarity with accounting, HR, procurement, or business administration.
• Experience using cloud-based systems such as Microsoft 365, Google Workspace, Teams, Zoom, or similar platforms.

1. REQUIRED SKILLS & COMPETENCIES

Professionalism

Demonstrates maturity, discretion, courtesy, confidence, and professionalism when dealing with executives, employees, clients, and external stakeholders.

Organization

Maintains excellent systems for managing schedules, documents, deadlines, correspondence, and competing priorities.

Attention to Detail

Produces accurate and polished documents and identifies errors, inconsistencies, missing information, and potential issues before they reach management.

Communication

Communicates clearly and professionally, both verbally and in writing.

Confidentiality

Understands the importance of protecting sensitive corporate and personal information.

Initiative

Anticipates needs, identifies problems, and takes appropriate action without waiting for constant instruction.

Judgment

Understands what matters require immediate executive attention and what can be handled independently.

Time Management

Effectively manages multiple deadlines and priorities while maintaining quality and accuracy.

Problem Solving

Approaches problems logically and develops practical solutions.

Technology

Comfortable learning and using new software, communication platforms, document-management systems, and other business technologies.

Adaptability

Able to work effectively in a fast-paced environment where priorities may change quickly.

1. PROFESSIONAL STANDARDS

The Executive Assistant is expected to

• Maintain a professional appearance and demeanor.
• Demonstrate punctuality and reliability.
• Maintain strict confidentiality.
• Protect company property and information.
• Communicate respectfully with all employees and stakeholders.
• Maintain appropriate professional boundaries.
• Avoid conflicts of interest.
• Never use confidential company information for personal benefit.
• Exercise sound judgment when representing the Executive Office.
• Follow all company policies, procedures, and reasonable instructions from management.
• Maintain accurate records and complete assigned responsibilities within established deadlines.

1. AUTHORITY & DECISION-MAKING

The Executive Assistant may independently manage routine administrative matters within the scope of the position.

The Executive Assistant may

• Schedule and coordinate meetings;
• Communicate routine information on behalf of executives;
• Coordinate administrative activities;
• Obtain information from departments and external providers;
• Follow up on outstanding matters;
• Prepare documents for executive review; and
• Resolve routine administrative issues.

The Executive Assistant must obtain executive approval before

• Making financial commitments on behalf of the company;
• Signing contracts or agreements;
• Making employment decisions;
• Making public statements on behalf of the company;
• Sharing confidential information;
• Committing the company to business arrangements; or
• Taking any action outside established authority.

1. KEY PERFORMANCE INDICATORS (KPIs)

Performance may be evaluated based on

• Executive Support – Effectiveness and reliability of support provided to senior management.
• Calendar Management – Accuracy and efficiency of scheduling and appointment management.
• Communication – Quality, professionalism, and timeliness of correspondence.
• Organization – Maintenance of accurate and accessible records and filing systems.
• Confidentiality – Consistent protection of confidential information.
• Deadline Management – Ability to track and complete assignments within required deadlines.
• Meeting Coordination – Effective preparation and follow-up of meetings.
• Administrative Accuracy – Accuracy of reports, documents, correspondence, and records.
• Responsiveness – Timely handling of executive and stakeholder requests.
• Initiative – Ability to anticipate needs and resolve issues proactively.
• Professionalism – Conduct, presentation, discretion, and interpersonal relationships.
• Project Support – Successful completion of special projects and assigned initiatives.

1. WORKING RELATIONSHIPS

Internal

• Chief Executive Officer / Managing Director
• Directors
• Department Managers
• Finance & Accounting
• Human Resources
• Operations
• Sales & Marketing
• Administrative Staff

External

• Clients
• Suppliers and vendors
• Attorneys
• Accountants
• Banks and financial institutions
• Government agencies
• Consultants
• Business partners
• Other professional contacts

1. WORKING CONDITIONS

The position is primarily office-based but may require attendance at

• Client meetings;
• Corporate events;
• Business functions;
• Conferences;
• Off-site meetings;
• Executive engagements; and
• Other company-related activities.

The role may occasionally require work outside normal business hours based on executive schedules, urgent business requirements, events, travel, or special projects.

1. CONFIDENTIALITY REQUIREMENT

• Due to the nature of the position, the Executive Assistant will have access to confidential corporate, financial, employee, client, and strategic information.
• Commensurate with experience and qualifications