Virtual Executive Assistant

Purpose of the Role The Virtual Executive Assistant is the Managing Director's trusted right hand. The role protects the MD's time, anticipates needs, keeps every detail accurate, and ensures that nothing falls through the cracks. The MD works to a standard where excellence is the minimum, so this role demands precision, speed, discretion and initiative in everything it touches.

Key Responsibilities Calendar and Time Management • Manage the MD's calendar, prioritising meetings and protecting time for high-value work. • Schedule, confirm and reschedule meetings, and send timely reminders and briefing packs. • Anticipate clashes and resolve them before the MD has to step in communication and Correspondence • Screen and manage the MD's emails, calls and messages, flagging urgent matters immediately. • Draft accurate, well-written emails, letters and responses in the MD's voice for approval. • Represent the MD professionally to clients, partners, board members and staff.Reporting and Documentation • Prepare reports, presentations, briefing notes and meeting minutes that are error-free and ready to use. • Proofread and quality-check every document before it reaches the MD. • Compile research, market information and summaries to support decision-making. Follow-Up and Accountability • Track action points, deadlines and commitments made by the MD and across departments. • Follow up with heads of departments and give the MD regular status updates. • Maintain a clear tracker of all open items until they are closed. Travel and Logistics • Plan and coordinate local and international travel, accommodation, visas and itineraries.• Arrange meetings, events and appointments, including virtual meeting setup. Confidentiality and Records • Handle sensitive company, financial and personal information with absolute discretion. • Keep digital files, contracts and records organised, secure and easy to retrieve.Initiative and Special Projects • Take ownership of tasks independently with minimal supervision. • Support special projects, due diligence tasks and ad hoc assignments from the MD. • Suggest better processes and tools that improve the MD's efficiency.

3. Qualifications and Experience • Bachelor's degree or equivalent in Business Administration, Management, Communications or a related field. • Minimum of 3 to 5 years' experience as an executive assistant, executive virtual assistant or in a senior support role, ideally supporting a CEO or MD. • Experience in real estate, finance or a fast-paced corporate environment is an added advantage. • Executive assistant or administrative professional certification is an added advantage.

4. Skills and CompetenciesTechnical Skills • Advanced proficiency in Google Workspace and/or Microsoft Office (Word, Excel, PowerPoint, Calendar). • Confident with Zoom, Slack, Trello or similar collaboration and task-management tools. • Excellent written and spoken English, with flawless grammar and formatting behavioural Competencies • Exceptional attention to detail: catches errors, inconsistencies and gaps before others do. • High standards: treats excellence as the starting point, not the goal. • Boldness and initiative: speaks up, acts decisively and does not wait to be chased. • Discretion and integrity: can be trusted with confidential information at all times. • Composure under pressure: stays calm, organised and professional when priorities shift. • Strong judgement: knows what to handle, what to escalate and what to flag immediately. • Reliability: consistently available, responsive and punctual within agreed working hours. 5. Remote Working Requirements • Stable, high-speed internet and a backup connection (data or power) to avoid downtime. • A suitable laptop and a quiet, professional workspace. • Availability during agreed working hours, and quick response times to urgent requests. • Willingness to sign a confidentiality and data protection agreement before starting.