Executive Assistant

Job Description

Job Purpose:

The role serves as the primary coordination point between the CEO and internal as well as external stakeholders, ensuring that executive directives, strategic initiatives, meetings, communications, approvals, and operational follow-ups are managed with the highest standards of professionalism, confidentiality, urgency, and accuracy.

The Executive Assistant is expected to operate beyond traditional administrative responsibilities by actively supporting the CEO in driving governance, accountability, organizational discipline, and executive office efficiency. This includes maintaining full visibility over priorities, monitoring action plans and critical deadlines, ensuring effective communication flow between departments, and supporting leadership decision-making through structured coordination, reporting, and follow-up management.

The Executive Assistant must consistently demonstrate a high level of ownership, maturity, confidentiality, adaptability, and professionalism while supporting a fast-paced luxury interior design and fit-out business environment aligned with EVA Interiors standards, operational expectations, and leadership culture.

Key Performance Accountabilities:

1. Executive Calendar & Priority Management
2. 1 Manage and optimize the CEO's calendar, ensuring alignment with business priorities, leadership meetings, operational requirements, client engagements, and strategic initiatives.
3. 2 Ensure effective prioritization of meetings, appointments, reviews, and business commitments to maximize executive productivity and operational efficiency.
4. 3 Proactively identify scheduling conflicts, operational overlaps, and priority risks while implementing corrective coordination before escalation occurs.
5. 4 Maintain visibility over urgent matters, pending approvals, strategic deadlines, and executive deliverables requiring immediate action or follow-up.
6. 5 Coordinate internal and external meetings while ensuring proper preparation, agenda alignment, and logistical readiness.
7. Executive Communication & Correspondence
8. 1 Draft, review, and coordinate executive communications, announcements, presentations, reports, letters, and business correspondence on behalf of the CEO.
9. 2 Ensure all communications issued from the Executive Office reflect EVA Interiors professional standards, executive tone, and brand positioning.
10. 3 Manage communication flow between the CEO and departments to ensure clarity, responsiveness, accountability, and timely execution of actions.
11. 4 Handle sensitive and confidential information with a high degree of professionalism, discretion, and integrity.
12. 5 Monitor communication response timelines and escalate delayed matters affecting executive priorities or operational continuity.
13. Meeting Governance & Executive Follow-Up
14. 1 Coordinate executive meetings, operational reviews, leadership discussions, performance meetings, and strategic business sessions led by the CEO.
15. 2 Prepare meeting agendas, reports, presentations, and supporting documents prior to meetings to ensure effective decision-making and meeting readiness.
16. 3 Record professional and accurate Minutes of Meeting (MOM) with clearly defined action plans, responsibilities, deadlines, and escalation points.
17. 4 Track all executive action items and ensure departments provide updates and complete deliverables within agreed timelines.
18. 5 Escalate delays, governance gaps, or repeated non-compliance impacting executive directives, strategic priorities, or operational performance.
19. 6 Ensure meeting governance standards are maintained across all CEO-led discussions and executive reviews.
20. Executive Office Coordination & Operational Support
21. 1 Act as the central coordination point between the CEO and all departments to ensure operational alignment and communication efficiency across the business.
22. 2 Support the CEO in organizing strategic initiatives, leadership priorities, operational reviews, and business-critical activities.
23. 3 Monitor executive office workflow efficiency and ensure submissions, approvals, reports, and pending actions are properly tracked and followed up.
24. 4 Coordinate executive travel arrangements, accommodations, reservations, logistics, and business schedules when required.
25. 5 Maintain structured filing systems for executive reports, contracts, presentations, confidential records, and business documentation.
26. 6 Ensure the Executive Office maintains a high standard of professionalism, responsiveness, organization, and operational discipline.
27. Reporting & Business Support:
28. 1 Consolidate departmental reports, dashboards, presentations, and operational updates for executive review and decision-making purposes.
29. 2 Ensure reports submitted to the CEO are accurate, properly structured, professionally formatted, and aligned with required timelines.
30. 3 Assist in preparing executive presentations, board-level materials, operational summaries, and strategic review documents.
31. 4 Support cross-functional coordination related to business performance, project tracking, governance reviews, and operational initiatives.
32. 5 Maintain visibility over key executive priorities and ensure proper reporting follow-up with departments and leadership teams.
33. Confidentiality, Professionalism & Governance
34. 1 Maintain strict confidentiality regarding business operations, financial matters, employee information, strategic discussions, and executive decisions.
35. 2 Demonstrate professionalism, executive presence, maturity, diplomacy, and strong interpersonal communication across all interactions.
36. 3 Ensure high levels of ownership, responsiveness, reliability, and accountability in supporting the CEO and Executive Office operations.
37. 4 Maintain compliance with company policies, governance standards, and professional conduct expectations.
38. 5 Protect the integrity and reputation of the Executive Office through disciplined coordination and professional communication standards.