Executive Assistant

Calendar management, meeting scheduling, minute-taking, and action follow-ups. 

Drafting and formatting official correspondence, reports, and presentations. 

Coordinating board-level documentation and briefings. 

Manage incoming and outgoing couriers and official correspondence to ensure timely delivery and recordkeeping. 

Serve as the first point of contact for the Executive Office, managing calls, emails, and queries from internal and external parties. 

Upon advice and guidance from the Legal & Compliance Officer, define the structure and ensure secure storage of all corporate documents (legal, sales, compliance, etc.). 

Act as the Company Document Controller, responsible for: 

Document organization and access control as per ISO standard. 

Define with the compliance officer on document security and ensure compliance with data protection regulations. 

Harmonizing documents and information management across all business units and islands. 

Oversee the upkeep of all facilities (head office and depots) and liaise with service and maintenance providers. 

Supervise housekeeping staff and ensure cleanliness and readiness of office spaces. 

Manage inventory and procurement of office commodities and supplies. 

Coordinate the deployment of company transport, drivers and manage related logistics and schedules. 

Ensure effective handling of transport-related communication and support requests. 

Organize internal and external company events in coordination with the HR team. 

Handle travel logistics for local and international trips, including accommodation, transportation, and visa arrangements. 

Support the Company Secretary and Legal team in administrative processes related to corporate documentation, registrations, and renewals. 

Act as a point of contact for external institutions, authorities, and ministries across islands. 

Participate in or lead projects assigned by the CEO or COO. 

Ensure cross-departmental follow-ups and project tracking on behalf of the executive team. 

Proven experience as an Executive Assistant, Senior Administrative Officer, or similar role supporting C-suite leaders. 

Strong organizational and coordination skills with the ability to prioritize effectively. 

Proven maturity and high level of confidentiality when dealing with corporate and institutional stakeholders, shareholders and authorities 

Excellent verbal and written communication in English and French. 

Understanding document management practices; knowledge of ISO standards is a plus. 

Proficiency with MS Office Suite and digital tools for communication and document storage. 

High level of professionalism, integrity, and discretion in handling sensitive matters. 

Proactive and self-motivated 

Detail-oriented and resourceful 

Excellent interpersonal and relationship-building skills 

Strong multitasker who thrives in a dynamic, fast-paced environment 

Committed to consistency, data protection, and service excellence