Executive Assistant to the CEO

Department: Executive Team

Job Title: Executive Assistant

Reports to: CEO

About Us:

WHY Training is a provider of dynamic training and team-building services, committed to delivering cutting-edge solutions to enhance workplace collaboration and effectiveness. We leverage technology and creativity to create engaging and impactful learning experiences and deliver exceptional value to our clients.

About the Role:

We are seeking a proactive, detail-oriented, and highly organized Executive Assistant to support the CEO in managing day-to-day operations, scheduling, communication, and administrative tasks. The role requires a candidate who can anticipate needs, prioritize effectively, and manage multiple responsibilities with efficiency and discretion.

The Executive Assistant will be responsible for handling a wide range of administrative and executive support-related tasks and will be able to work independently with little or no supervision. The Executive Assistant will interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality. Expert-level written and verbal communication skills, strong decision-making ability, and exceptional attention to detail are critical for success in this position.

The ideal candidate will be someone who thrives in a dynamic environment, bringing organizational excellence and a "can-do" attitude to the role.

Key Responsibilities:

1. Calendar and Time Management

1. Manage the CEO’s calendar, ensuring efficient time utilization.
2. Schedule internal and external meetings, avoiding conflicts and prioritizing critical tasks.
3. Send reminders for important deadlines and follow-ups.

2. Communication Management

1. Screen, organize, and respond to emails and messages on behalf of the CEO.
2. Draft, edit, and proofread written communications, including reports, proposals, and presentations.
3. Act as a liaison between the CEO and internal/external stakeholders.

3. Administrative Support

1. Prepare agendas, meeting notes, and follow-up action plans.
2. Organize and maintain electronic files in Teams/SharePoint/Notion.
3. Manage tasks and projects using Asana or other task management tools.

4. Project Support

1. Assist in managing projects by tracking progress, updating task lists, and ensuring deliverables are completed on time.
2. Support the CEO with research and preparation for meetings, presentations, and events.

5. Operations and Coordination

1. Coordinate travel arrangements, accommodations, and itineraries for the CEO.
2. Handle office management tasks as needed (e.g., scheduling maintenance, managing office supplies).
3. Assist with onboarding documentation for new hires when necessary.

6. Process Improvement

1. Identify opportunities to streamline workflows, organize processes, and introduce efficiencies.
2. Document and maintain Standard Operating Procedures (SOPs) relevant to the CEO’s office.

Skills and Qualifications:

1. Minimum 2-4 years of experience in an Executive Assistant, Personal Assistant, or similar role.
2. Exceptional organisational and time-management skills.
3. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
4. Familiarity with tools such as Notion, Asana, and Teams/SharePoint is highly preferred.
5. Strong verbal and written communication skills.
6. High attention to detail, accuracy, and professionalism.
7. Ability to prioritize tasks and manage multiple responsibilities under tight deadlines.
8. Strong problem-solving and critical-thinking skills.
9. Demonstrated discretion and ability to handle confidential information.

Key Traits We Value:

1. Proactive and able to anticipate needs before they arise.
2. A “figure-it-out” mindset: willing to learn and take initiative.
3. Strong ownership of tasks, following through to completion.
4. Calm and professional demeanour, especially under pressure.
5. A commitment to efficiency and continuous improvement.

What We Offer:

·      A dynamic work environment focused on innovation and team collaboration.

·      Opportunities for professional growth through training and exposure to the latest tools and technologies.

·      Competitive salary and benefits, including visa sponsorship for the right candidate.

• ·      Support for certifications and further education to enhance your skills.