Executive assistant to the Founder and Managing Director

About the role

Requirements

• Qualifications
• ·       A bachelor’s degree in commerce, accounting, finance, business administration, economics or a related discipline is preferred.
• ·       Strong practical knowledge of accounting and finance, including P&L, balance sheets, cash flow, margins, budgets, variance analysis and working capital.
• ·       Advanced Excel proficiency, including lookup and conditional formulas, pivot tables, data cleaning, charts and management reporting.
• ·       Excellent spoken and written English, with the ability to prepare concise professional correspondence and executive briefs.
• ·       Strong proficiency in Word, PowerPoint, Outlook and digital task management; Notion proficiency is strongly desired.
• ·       Intermediate Power BI skills are highly desirable. Power Query, financial modelling, workflow automation and ERP or accounting-system familiarity are additional advantages.
• ·       Relevant certifications in finance, Excel, Power BI or project management are advantageous but do not replace practical evidence of capability.
• Experience
• ·       Approximately 5–12 years of relevant professional experience is preferred.
• ·       Demonstrated experience supporting a Founder, CEO, Chairman, Managing Director, senior partner, investment professional or family office principal.
• ·       Experience combining executive support with commercial analysis, financial reporting, project coordination or management follow-up.
• ·       Practical exposure to commercial documents, contracts, financial information and coordination with professional advisers or counterparties.
• ·       Evidence of managing multiple priorities, deadlines and stakeholders in a fast-paced entrepreneurial or international business.
• ·       Relevant sector exposure may include commodities, shipping, trading, investment, banking, consulting, professional services or other commercially intensive businesses.
• Authority and accountability
• The EA owns coordination and follow-through for assigned matters, including work performed by others. The EA should act within delegated authority and escalate decisions requiring approval. Financial commitments, contractual acceptance and legal advice remain with authorised management and professional advisers.

Responsibilities

• Executive support and prioritisation
• · Manage the MD’s calendar, meetings, calls and commitments; coordinate time zones and changing priorities.
• · Prepare agendas, meeting briefs and background information; ensure the MD has the information needed for decisions.
• · Maintain a complete register of tasks, deadlines and pending decisions with clear owners, next steps and escalation points.
• · Record meeting decisions and actions; coordinate with responsible teams and follow up until completion.
• · Identify urgent issues early and bring concise recommendations or options to the MD.
• Commercial and financial support
• · Compare quotations, proposals, prices, commercial terms and payment conditions; prepare clear summaries for review.
• · Perform accurate calculations involving quantities, rates, percentages, costs and margins; investigate discrepancies.
• · Read financial and management reports, summarise key movements and coordinate clarification with finance colleagues.
• · Prepare Excel analyses, trackers, presentations and management reports; maintain reliable source data and validation checks.
• · Support KPI reporting and dashboards using Excel and, where applicable, Power BI.
• Contracts and documentation
• · Review agreements, tenders, engagement letters and correspondence to identify key terms, obligations, dates, missing information and approvals required.
• · Coordinate documentation with internal teams, counterparties and professional advisers; track renewals and contractual deadlines.
• · Maintain organised records of signed documents, amendments, approvals and current versions.
• Communication and stakeholder coordination
• · Draft professional emails, letters, messages, briefing notes and presentations that accurately reflect the MD’s instructions.
• · Coordinate effectively with customers, suppliers, bankers, lawyers, consultants, senior executives and colleagues.
• · Represent the MD professionally, use appropriate discretion and build constructive working relationships.
• · Confirm instructions where needed and communicate progress, blockers and decisions required clearly.
• Systems organisation and learning
• · Use Notion and other approved tools to manage tasks, meeting records, decision logs, projects and business information.
• · Keep filing, contacts, calendars and follow-up systems accurate and accessible to authorised colleagues.
• · Improve workflows and reporting while checking the quality and confidentiality of data and AI-assisted outputs.
• · Learn the Group’s businesses, stakeholders and procedures; apply feedback and assume greater responsibility as capability develops.
• Travel and personal executive support
• · Coordinate travel, itineraries, accommodation, appointments and logistics, including changes and contingencies.
• · Support selected personal administrative matters assigned by the MD and maintain strict confidentiality.

Skills

• Advanced Excel (lookup and conditional formulas, pivot tables, data cleaning, charts, management reporting)
• Power BI (intermediate) and Power Query
• Notion proficiency
• Financial analysis (P&L, balance sheets, cash flow, margins, budgets, variance analysis, working capital)
• Contract review and documentation
• Executive support and calendar management
• Stakeholder coordination and communication
• Financial reporting and KPI dashboards
• ERP or accounting-system familiarity
• Project coordination and workflow improvement
• Presentation creation (PowerPoint)
• Financial modelling
• Data extraction and analysis in Excel