Executive Assistant – Graduate Role

Role Purpose 

This is a paid internship offering a unique opportunity for a recent business graduate to gain direct exposure to executive-level operations and strategic projects. Working closely with the CEO, COO, and other Directors, the intern will provide support across a range of activities including executive coordination, internal communications, and cross-departmental projects. The role includes supporting the Marketing Department with internal updates and communications.

Key Areas of Responsibility and Tasks 

Executive & Administrative Support:

• Assist with diary and calendar management for the CEO, COO, and Directors.
• Help coordinate internal and external meetings, including preparing agendas and briefing materials.
• Support in formatting documents, presentations, and reports.
• Handle information with discretion and professionalism.

Project Coordination & Research

• Assist in research tasks and data gathering for ongoing business projects and strategic initiatives.
• Help track deliverables and action items, ensuring follow-up and reporting.
• Conduct basic analysis to support operational decisions.

Travel & Logistics Support

• Help plan travel itineraries and logistics for the executive team.
• Update schedules and booking information in response to changes.

Communication & Correspondence

• Draft or proofread internal correspondence, updates, and emails under guidance.
• Liaise with team members and stakeholders for information or scheduling.

Marketing & Internal Communications

• Support the Marketing team with company updates, announcements, and staff briefings.
• Help coordinate internal newsletters, briefings, and communication materials.

Meeting Support

• Attend selected meetings to take notes and assist in tracking action points.
• Coordinate materials and schedules for board and leadership meetings.

Key Measurables 

• Provide timely, accurate, and organized administrative support to CEO, COO, and Directors.
• Support delivery of strategic projects by tracking actions and deadlines.
• Ensure internal correspondence and updates are clear, accurate, and professional.
• Provide accurate records and effective follow-up for key meetings.
• Support seamless executive travel arrangements.
• Demonstrate professionalism, confidentiality, and continuous improvement.

Key Behaviours 

Professionalism & Confidentiality

• Maintains discretion when handling sensitive or confidential information.
• Represents the company in a professional manner at all times.

Proactive Approach

• Anticipates needs of executives and projects without constant prompting.
• Takes initiative to solve small problems or seek clarification early.

Organisation & Reliability

• Prioritises tasks effectively to meet multiple deadlines.
• Follows through on commitments and ensures actions are completed.

Attention to Detail

• Produces accurate, high-quality work with minimal errors.
• Checks facts, figures, and formatting before submission.

Communication & Collaboration

• Communicates clearly and appropriately with executives, colleagues, and stakeholders.
• Actively listens and adapts communication style to audience.

Adaptability & Resilience

• Responds positively to last-minute changes in priorities or schedules.
• Stays calm and solution-focused under pressure.

Continuous Learning & Development

• Actively seeks feedback and applies it to improve performance.
• Demonstrates a willingness to develop new skills and adapt to different tasks