Role overview
What you'll be stepping into
CIC Insurance Group is seeking a professional and highly organised Executive Assistant to provide high-level administrative, coordination and operational support to the Managing Director.
The role will manage executive schedules and communication, coordinate Board and Management meetings, prepare reports and presentations, track implementation of management decisions, and ensure the smooth and confidential operation of the Executive Office.
Key Responsibilities
Executive & Office Support
Manage the Managing Director's calendar, appointments, meetings, travel and daily schedule.
Coordinate executive engagements, correspondence and confidential documentation.
Draft and review letters, memoranda, briefing notes, reports and other executive documents.
Maintain an organised executive office and effective document-management system.
Stakeholder & Communication Management
Serve as a key liaison between the MD, senior management, staff and external stakeholders.
Coordinate information flow and ensure timely responses to executive communications.
Maintain professional relationships with Board members, clients, partners, regulators and other stakeholders.
Board & Management Administration
Coordinate Board, Management and staff meetings, including agendas, logistics and supporting documents.
Prepare and circulate Board papers, presentations, reports and briefing materials.
Attend executive meetings and prepare accurate minutes.
Maintain trackers for Board and Management resolutions and follow up on agreed actions.
Reporting & Strategic Support
Prepare, edit and proofread management reports, presentations and briefing documents.
Consolidate departmental reports, budgets, plans and submissions for management review.
Support strategic planning, business reviews and performance reporting.
Conduct research and analysis to support executive decision-making.
Project Coordination & Follow-Up
Monitor strategic initiatives, special assignments and key executive priorities.
Follow up with departments on outstanding actions and commitments.
Identify delays or emerging issues and escalate them appropriately.
Prepare progress and status reports for the Managing Director.
General Management Support
Support senior management and cross-functional organisational initiatives.
Assist with executive events, workshops, retreats, conferences and stakeholder engagements.
Undertake special assignments and other duties as directed by the Managing Director.
Qualifications & Experience
Bachelor's degree in Social Sciences, Business Administration or a related discipline.
At least 2 years of relevant experience as an Executive Assistant, Office Administrator or in a similar role.
Key Competencies
Excellent executive administration and coordination skills.
Strong written and verbal communication skills.
Excellent planning, organisation and time-management abilities.
Strong report writing, research and analytical skills.
High level of integrity, discretion and confidentiality.
Strong problem-solving and follow-through skills.
Exceptional attention to detail.
Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and other business productivity tools.
Ability to work independently, manage competing priorities and meet deadlines.
How to apply