Executive Assistant

Executive Assistant & Office Manager – Office of the CEOExecutive Assistant & Office Manager – Office of the CEO

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Role Title: Executive Assistant & Office Manager – Office of the CEO

Reporting To: Global CEO & Executive Manager – Office of the CEO

Employment Type: [Full-Time]

Date: [ASAP]

Role Purpose:

The Executive Assistant & Office Manager is a dual-function role providing day to day, high-level support to the Chief Executive Officer (CEO) and members of the Senior Leadership Team (SLT), while ensuring the efficient, professional, and smooth operation of the office environment.

Key Responsibilities:

1.Executive Support (CEO & SLT)

Day to Day

•Own and manage an ever-shifting CEO calendar, flagging conflicts and adjusting priorities in real time.

•Prepare detailed briefing packs and meeting documentation, often with short turnaround times.

•Support private matters including property, travel.

•Coordinate events, private dinners, and Senior Leadership meetings with an impeccable eye for detail.

•Provide proactive and confidential executive support to the CEO an SLT members.

2. Office Management

•Oversee day-to-day office operations to ensure a professional, functional, and welcoming workplace.

•Act as the primary contact for building management, facilities, IT support, and security.

•Manage office inventory, supplies, vendor relationships, and equipment maintenance.

•Coordinate onboarding logistics and ensure workspace readiness for new starters.

•Lead coordination of internal events such as team lunches, and seasonal functions (e.g. company Christmas party).

3. Travel, Events & Expenses

•Coordinate extensive domestic and international travel, including flights, accommodation, transfers, and full itineraries.

•Prepare and manage event logistics for board meetings, leadership offsites, workshops, and private functions with meticulous attention to detail.

•Ensure timely processing of expenses, reimbursements, and reconciliations in accordance with internal policies.

Key Capabilities & Attributes

•Executive-level judgement, reliability, and discretion in all matters.

•Highly organised and proactive, with the ability to manage multiple and shifting priorities calmly and efficiently.

•Impeccable attention to detail, paired with a strong ability to anticipate needs.

•Excellent interpersonal and relationship management skills; professional and approachable in all interactions.

•Strong written and verbal communication skills, with the ability to draft high-quality documentation.

•Demonstrated ability to operate with independence, initiative, and accountability.

•Polished, confident, and able to represent the CEO and SLT with professionalism and maturity.

Qualifications & Experience

•Minimum 1-2 years' experience in an Executive Assistant and/or Office Manager role, preferably supporting a CEO or C-suite.

•Proficiency in Microsoft Office Suite.

•Tertiary qualifications in Business Administration, or a related discipline are desirable but not required.

Seniority level

• Seniority levelEntry level

Employment type

• Employment typeFull-time

Job function

• Job functionAdministrative
• IndustriesOil and Gas

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