The role: Executive Personal Assistant to the IBCI CEO.

To deliver proactive, high-quality administrative and professional support to the IBCI CEO and senior executives. The Executive PA will manage calendars, correspondence, travel, meetings and key projects, acting as a trusted right-hand person who enhances executive efficiency, upholds confidentiality, and represents the organisation with professionalism.

Key responsibilities:

Calendar and diary management

• Manage complex calendars, prioritise commitments, and coordinate internal and external meetings, ensuring efficient use of executive time.
• Proactively flag scheduling conflicts and propose alternatives.

Communications and correspondence

• Screen, prioritise and respond to emails and phone calls on behalf of the CEO, where appropriate.
• Draft, edit and proofread correspondence, briefing notes, presentations and reports.

Meeting coordination and governance

• Arrange logistics for internal and external meetings (board meetings, committees, offsites), including venues, catering, AV requirements, and travel.
• Prepare agendas, circulate pre-reads, take accurate minutes (limited), track actions, and follow up on outstanding items.

Travel and expense management

• Plan and book complex international travel itineraries, accommodation, visas, and related arrangements.
• Manage expenses, ensuring compliance with policy and timely reporting.

Administrative and operational support

• Maintain confidential filing systems (digital), ensure document control, and support records management.
• Coordinate deadlines and deliverables with cross-functional teams; assist with special projects as required.

Administrative and operational support

• Maintain confidential filing systems (digital), ensure document control, and support records management.
• Coordinate deadlines and deliverables with cross-functional teams; assist with special projects as required.

Stakeholder and relationship management

• Act as a liaison between the CEO, senior leadership, staff, clients, partners and board members.
• Prepare briefing packs for external meetings and represent the CEO with professionalism when required.

Project and events support

• Support strategic initiatives and projects as needed, including event planning, town halls, offsites and stakeholder engagements.

Personal assistance (as applicable)

• Provide discreet personal assistance to the CEO, including arrangement of personal appointments or tasks that impact executive effectiveness.

Compliance, risk and governance

• Ensure adherence to corporate policies and regulatory requirements; support audit and governance processes as needed.

KPI and reporting support

• Track and report on key metrics related to executive operations (calendar utilisation, meeting outcomes, project status, expense accuracy).

This job description is intended to convey information essential to understanding the scope of the Executive PA position and it is not exhaustive. The organisation reserves the right to amend duties as required.

Core Skills and Knowledge:

 Essential qualifications and experience

• Proven experience as an Executive PA, Personal Assistant, or similar role supporting C-suite executives (minimum 5 years preferred).
• Strong organisational skills with meticulous attention to detail.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• High level of discretion and ability to handle confidential information.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and familiarity with calendar and travel management tools; experience with enterprise collaboration platforms (e.g., SharePoint, OneDrive) is desirable.
• Experience coordinating complex travel and events.
• Proactive, resourceful, and solution-focused with a professional demeanour.

Desirable qualifications and attributes

• (Preferred) Degree or equivalent professional qualification in business administration, communications, or a related field.
• Experience in financial services, professional services, or a corporate environment.
• Ability to adapt to evolving priorities and manage stakeholder expectations.
• Strong problem-solving skills and the ability to anticipate needs.
• Excellent interpersonal skills and a confident, polished presentation.

 Competencies and behavioural indicators

• Autonomy and initiative: anticipates needs, acts without being prompted, and takes ownership of tasks.
• Communication: clear, concise, tactful, and able to tailor communication to varied audiences.
• Organisation and prioritisation: methodical planning, prioritisation under pressure, meeting deadlines.
• Discretion and integrity: handles sensitive information with utmost confidentiality.
• Relationship management: builds trust with executives, staff and external partners.
• Digital literacy and adaptability: keeps up-to-date with tools and processes; embraces new technologies.
• Good understanding of the regulatory environment including those relevant to the role and an overview of those relevant to the role of the CEO. 

Reporting

• Directly reports to the CEO; may provide support to other senior leaders as required.