Executive Assistant

Job Summary

The Executive Assistant (EA) to the CEO provides high-level administrative support and serves as a strategic extension of the CEO's office.  This role requires exceptional organisational, communication and interpersonal skills, along with the ability to manage multiple responsibilities in a fast-paced environment.  The EA ensures seamless coordination of the CEO's schedule,communications, and visibility --both internally and externally--while embodying professionalism, discretion and efficiiency.

Key Responsibilities

1. Calendar Management & Meeting Coordination Maintain and optimize the CEO’s calendar, ensuring all meetings, calls, and commitments are efficiently scheduled. Liaise with internal departments, board members, doctors, clinic heads, and external partners to coordinate meetings. Prepare meeting agendas, gather relevant materials, and take minutes or action notes. Track and follow up on commitments or deliverables arising from meetings.

2. Task Management & Action Follow-up Maintain a rolling task list for the CEO and ensure accountability by tracking the status of key deliverables from leadership and support teams. Coordinate with relevant departments to follow up on timelines and responsibilities. Use project and task management tools (e.g. Monday.com, Trello, Google Workspace) to monitor progress and flag issues early.

3. Travel, Logistics & Exexcutive Support.  Arrange  flights, hotels, car services, and restaurant bookings based on preferences and itinerary needs. Manage domestic and international travel including visa support and concierge-level planning. Set up logistics for face-to-face and virtual meetings, including Zoom, Microsoft Teams, and related tools. Prepare meeting kits, background information, and briefing notes.

4.   Document Management & Filing Organize, file, and maintain access to all CEO-related documents (contracts, memos, project files, reports). Ensure systematic cloud-based filing using shared drives (Google Drive, OneDrive). Upload receipts, invoices, and reports for finance compliance and expense monitoring. Coordinate submission and reconciliation of CEO Office expense reports with Finance.

5. Communications, Content, and Social Media Management Draft, edit, and circulate internal communications such as memos, announcements, and updates from the CEO. Support creation of internal content such as CEO “coffee chats,” employee engagement messages, or town hall briefings. Assist in preparing social media content for the CEO’s social media, LinkedIn or professional platforms (e.g. leadership posts, industry commentary) - as it relates to BMG Activities. Write or edit articles, blogs, or talking points for CEO visibility in conferences, press releases, or media interviews.

 

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