Area of Responsibility

Action Steps

Success Criteria/Measures

Executive Support

Provide comprehensive administrative and strategic support to the CEO, ensuring seamless operations and effective execution of strategic initiatives and programs.

Manage the CEO's complex schedule, prioritizing meetings and appointments to maximize efficiency.

·       Feedback from the CEO indicates satisfaction with the support provided

·       Communication with internal and external stakeholders is consistently proactive, preventing potential issues before they arise.

Proactively manage internal and external communications, ensuring timely and effective responses to inquiries.

Prepare high-quality presentations, reports, and other materials for the CEO, using data and insights to inform strategic decision-making.

Liaise with the Administration Officer to arrange all travel and logistics, ensuring smooth and efficient travel arrangements.

Support the CEO's strategic planning and decision-making processes, providing research, analysis, and relevant information.

Programme Management & Project Coordination

Support the CEO in overseeing the effective implementation of programs and projects, ensuring timely delivery and alignment with strategic objectives.

Monitor the progress of projects, comparing actuals against planned deliverables to identify any potential deviations from the plan.

·       Projects meet their planned deliverables on time

·       Potential project issues are identified and brought to the CEO's attention proactively, before they escalate into significant problems.

·       Programme Directors receive effective support and guidance from the Executive Assistant, facilitating their performance.

Proactively draw the CEO's attention to any projects not progressing according to plan, providing data and analysis to support recommendations.

Support the CEO in managing Programme Directors, assisting in performance monitoring and providing relevant information for decision-making.

Support the onboarding of new Programme Directors by coordinating introductory briefings and providing necessary information and resources.

Prepare materials for project meetings and reviews, ensuring all relevant information is available to participants.

Communications and Relationship Management

Support the CEO in building and maintaining strong relationships with internal and external stakeholders, facilitating effective communication and collaboration.

Manage external communications on behalf of the CEO, ensuring consistent messaging and professional representation.

·       Internal communications are consistently clear, concise, and timely, enabling effective collaboration and decision-making within the organisation.

·       The Executive Assistant consistently demonstrates effective relationship management skills in both internal and external stakeholder engagement.

Support the CEO in building and maintaining strong relationships with key stakeholders, scheduling meetings and facilitating communication.

Lead on internal communications, ensuring clear and timely dissemination of information to relevant teams and individuals.

Develop and maintain key stakeholder contact lists and relationship tracking systems, ensuring information is accurate and up-to-date.

Proactively identify and manage potential communication challenges or conflicts, proposing solutions to the CEO for consideration.

Senior Management Support & Team Coordination

Ensure the efficient and effective execution of Senior Management meetings and facilitate smooth team coordination, particularly between the Programme Directors and the CEO.

Support the preparation and execution of Senior Management meetings, including agenda preparation, materials distribution, and minute-taking.

·       Senior Management meetings are consistently well-organized and productive, fostering effective collaboration and decision-making.

·       Action items from Senior Management meetings are consistently followed up on, ensuring timely completion and reporting.

Facilitate communication and collaboration among Senior Management, ensuring information flows effectively between the CEO and Programme Directors.

Identify and address any coordination challenges or conflicts that arise between the Programme Directors, proposing solutions to the CEO.

Support the CEO in strategic planning and implementation for Senior Management projects or initiatives.

Track progress on action items from Senior Management meetings, ensuring timely follow-up and reporting to relevant parties.

Project & Programme Onboarding Support

Efficiently manage all activities relating to onboarding new projects, including Programme Directors and their teams.

Develop and maintain onboarding checklists and processes for new projects, ensuring consistency and efficiency.

·       The onboarding process for new projects and teams is efficient and effective, as evidenced by the smooth and timely integration of new teams.

·       New Programme Directors and their teams report positive experiences during the onboarding process; includes provision of necessary resources and information