Executive Assistant, MEDITE and SMARTPLY

Reporting to the CEO the Executive Assistant will be a supportive force who empowers our senior leadership team at MEDITE SMARTPLY.

Calendar & Schedule Management: Managing complex executive calendars, prioritising meetings and commitments. Scheduling both internal and external appointments to make optimal use of leadership time.

Communication & Correspondence: Acting as the first point of contact for the CEO & Lead Team, handling calls, emails, and requests professionally. Screening, filtering and responding to correspondence or re-routing appropriately.

Travel & Logistics Coordination: Booking domestic and international travel (flights, accommodation, transport). Preparing detailed itineraries, managing expenses and assisting with travel logistics.

Meeting & Event Coordination: Organising meetings (agenda creation, room bookings, materials, and minute capture as required). Arranging site visits, corporate events or executive engagements.

Information Handling & Confidentiality: Managing sensitive business information with discretion and professionalism. Acting as a trusted liaison within the organisation and with external partners.

Project Support: Assisting with specific projects, tracking progress, preparing data or executive summaries. Supporting business unit objectives beyond administration where needed.

Cross-Functional Coordination: Liaising between departments, stakeholders and sites to facilitate communication and tasks. Helping with procurement, purchase orders, and some operational tasks as required. Managing contracts for onsite services (E.g. mobile phones) and managing compliance & governance (E.g. expense claims, gift register etc.)

Internal & External Stakeholder Interface: Building professional relationships across all levels of the company. Representing the executive’s office in a positive, business-focused manner.

Support to Leadership Team: Providing administrative backup to senior leadership as well as the CEO.

• 5+ years of experience in an administrative role reporting directly to senior management
• Excellent written and verbal communication skills
• Proven ability to manage multiple priorities, meet tight deadlines, and thrive in a fast-paced, demanding environment.
• Proficiency in Microsoft Office and related business tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Experience in developing internal processes and digital filing systems
• Analytical and problem-solving skills