Executive Assistant to the Chair

Job Summary

The Executive Assistant provides high-level administrative and executive support to the Chairman of a government public relations (PR) company. This role requires exceptional organizational skills, discretion in handling confidential matters, and the ability to manage multiple priorities efficiently. In addition to overseeing daily executive operations, the Executive Assistant is responsible for tracking and following up on special projects, ensuring timely progress. The role also includes managing visit protocols, ensuring proper arrangements for government officials, VIP guests, and external delegations. The Executive Assistant serves as a key liaison between the Chairman’s office and internal/external stakeholders, ensuring seamless communication and workflow.

Key Responsibilities

Executive & Administrative Support

• Manage the Chairman’s calendar, scheduling meetings, appointments, and engagements with government officials, media representatives, and key stakeholders.
• Handle confidential correspondence, draft official communications, and prepare reports, presentations, and briefing materials.
• Act as the primary point of contact between the Chairman and internal/external entities, ensuring efficient communication and follow-ups.
• Maintain and organize critical files, records, and documents, ensuring easy access and confidentiality.
• Screen and prioritize emails, calls, and requests, responding on behalf of the Chairman when appropriate.

Special Projects & Follow-Ups

• Track and monitor progress on strategic initiatives and key projects assigned by the Chairman.
• Coordinate with department heads and external partners to gather updates, ensuring deadlines are met.
• Prepare reports on project status, highlighting key milestones, risks, and action items.
• Ensure alignment between various teams and follow up on outstanding tasks.
• Assist in the execution of confidential and high-impact projects related to government relations, public affairs, and media strategy.

Visit Protocol & VIP Engagement

• Oversee the planning and execution of visits from government officials, international delegations, media executives, and VIP guests.
• Ensure compliance with official protocols, cultural expectations, and diplomatic etiquette when hosting high-profile visitors.
• Coordinate with security teams, protocol officers, and support staff to arrange escort services, meeting venues, and logistics.
• Prepare detailed briefing notes and background documents to ensure the Chairman is well-prepared for each visit.
• Manage guest experience, ensuring professional hospitality and seamless interactions.

Meeting & Event Coordination

• Plan, organize, and coordinate executive-level meetings, board meetings, and high-profile events.
• Prepare meeting agendas, take minutes, and track action items for timely execution.
• Ensure proper protocol and arrangements for VIP guests, government officials, and media representatives.

Travel & Logistics Management

• Arrange the Chairman’s business travel, including flight bookings, visas, accommodations, and transportation.
• Ensure all travel expenses are documented, processed, and aligned with company policies.

Government & Media Liaison

• Coordinate with government agencies, ministries, and public sector stakeholders on behalf of the Chairman.
• Support media-related engagements, ensuring smooth communication with journalists and PR representatives.

Qualifications & Requirements

Education: Bachelor’s degree in Business Administration, Public Relations, or a related field.

Experience: Minimum 10+ years of experience as an executive assistant, preferably in the government, PR, or media sector.

Language: Fluency in at least two languages (spoken and written) is required.

Technical Skills: Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Key Competencies:

• Strong organizational and time management skills.
• Excellent written and verbal communication.
• High level of discretion and professionalism in handling confidential matters.
• Ability to track and follow up on multiple projects simultaneously.
• Expertise in VIP visit management and protocol coordination.
• Ability to work under pressure and manage tight deadlines.
• Understanding of government protocols, PR/media industry dynamics, and diplomatic etiquette.