J.Hilburn
Executive Assistant to Chief Executive Officer
Provide administrative, operational, and strategic support to the CEO to achieve company outcomes through effective and efficient working relationships with the Owner’s representatives, Senior Leadership Team, Home Office Staff, field representatives, vendors, and other external parties as needed.
Core Accountabilities and Responsibilities Executive Support
Manages the CEO’s calendar, including scheduling meetings, prioritizing requests, and resolving conflicts.
Screens and prioritizes emails, calls, and correspondence on behalf of the CEO.
Prepares briefings, agendas, and supporting documents ahead of meetings.
Creates work reminders to ensure the CEO’s time is managed daily, weekly, and monthly to achieve their work output targets.
Co‑ordinates communication and logistics arrangements for internal and external meetings.
Ensures the CEO is well‑prepared and equipped for internal and external meetings.
Operational Efficiency
Anticipates the CEO’s needs and proactively solves problems before they arise.
Streamlines daily work processes to improve time management and communication flow.
Organises documents (hard and soft copies) in an easily retrievable way.
Maintains up‑to‑date contacts in an easily retrievable and accessible way.
Manages company travel, logistics, expense reimbursements, memberships, subscriptions, and other administrative arrangements for the CEO.
Assists with personal and/or family logistics as required.
Communication and Coordination Communications Coordination
Acts as the first point of contact between the CEO and internal and external stakeholders.
Drafts, reviews, edits, and circulates presentations, reports, minutes of meetings, and other information as required.
CEO Representation
Represents the CEO in meetings, responds to correspondence, reaches out to parties on behalf of the CEO, and performs other representations as required.
Projects and Events Company Projects
Co‑ordinates cross‑departmental initiatives at the CEO’s direction.
Monitors and reports on projects directly linked to the CEO’s deliverables to flag issues and ensure progress is on time and in line with priorities.
Assists with research, data‑gathering, and analyses to inform CEO and Senior Leadership Team decision‑making where required.
CEO‑led Events
Supports the design of the event, sources appropriate venues and suppliers when approved.
Manages the communication and logistical arrangements.
Participates and provides support at events as required.
Executive Relationships Management Ownership Coordination
Coordinates with Ownership Executive Assistants on joint projects, events, meetings, and other initiatives.
Manages communication arrangements as assigned.
Participates and provides support at events, meetings, and other initiatives as required.
VIP Relationships
Builds and maintains strong relationships with key external and internal partners and leaders.
Serves as an Ambassador for the CEO and the Company, promoting the Company’s direction, Client Value Proposition, and core values.
Handles VIP interactions with professionalism and discretion.
Required Education and Experience
Undergraduate degree, preferable in Business Administration or a related field.
5 years of proven experience as an Executive Assistant to the CEO or next level down.
Exceptional organizational, communication, and problem‑solving skills.
Strong relationship‑building skills.
Proven ability to handle confidential information with discretion.
Professional presence.
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Core Accountabilities and Responsibilities Executive Support
Manages the CEO’s calendar, including scheduling meetings, prioritizing requests, and resolving conflicts.
Screens and prioritizes emails, calls, and correspondence on behalf of the CEO.
Prepares briefings, agendas, and supporting documents ahead of meetings.
Creates work reminders to ensure the CEO’s time is managed daily, weekly, and monthly to achieve their work output targets.
Co‑ordinates communication and logistics arrangements for internal and external meetings.
Ensures the CEO is well‑prepared and equipped for internal and external meetings.
Operational Efficiency
Anticipates the CEO’s needs and proactively solves problems before they arise.
Streamlines daily work processes to improve time management and communication flow.
Organises documents (hard and soft copies) in an easily retrievable way.
Maintains up‑to‑date contacts in an easily retrievable and accessible way.
Manages company travel, logistics, expense reimbursements, memberships, subscriptions, and other administrative arrangements for the CEO.
Assists with personal and/or family logistics as required.
Communication and Coordination Communications Coordination
Acts as the first point of contact between the CEO and internal and external stakeholders.
Drafts, reviews, edits, and circulates presentations, reports, minutes of meetings, and other information as required.
CEO Representation
Represents the CEO in meetings, responds to correspondence, reaches out to parties on behalf of the CEO, and performs other representations as required.
Projects and Events Company Projects
Co‑ordinates cross‑departmental initiatives at the CEO’s direction.
Monitors and reports on projects directly linked to the CEO’s deliverables to flag issues and ensure progress is on time and in line with priorities.
Assists with research, data‑gathering, and analyses to inform CEO and Senior Leadership Team decision‑making where required.
CEO‑led Events
Supports the design of the event, sources appropriate venues and suppliers when approved.
Manages the communication and logistical arrangements.
Participates and provides support at events as required.
Executive Relationships Management Ownership Coordination
Coordinates with Ownership Executive Assistants on joint projects, events, meetings, and other initiatives.
Manages communication arrangements as assigned.
Participates and provides support at events, meetings, and other initiatives as required.
VIP Relationships
Builds and maintains strong relationships with key external and internal partners and leaders.
Serves as an Ambassador for the CEO and the Company, promoting the Company’s direction, Client Value Proposition, and core values.
Handles VIP interactions with professionalism and discretion.
Required Education and Experience
Undergraduate degree, preferable in Business Administration or a related field.
5 years of proven experience as an Executive Assistant to the CEO or next level down.
Exceptional organizational, communication, and problem‑solving skills.
Strong relationship‑building skills.
Proven ability to handle confidential information with discretion.
Professional presence.
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