Executive Assistant job at Utopia

About us:

Founded to address the gap between talent and opportunity, Utopia is committed to creating workplaces where people thrive. We combine career advisory, strategic recruitment, and expert training to help individuals and organizations grow together.

POSITION OVERVIEW

Job Title: Executive Assistant

Department: CEO’s Office

Reports To: Chief Executive Officer (CEO)

JOB SUMMARY

The Executive Assistant provides high-impact executive, coordination, and analytical support to the Chief Executive Officer. This role enables efficient business planning, performance monitoring, stakeholder coordination, and execution tracking across the organization.

The job holder supports the delivery of the Company’s revenue growth and strategic objectives within an Insurance environment, requiring high levels of discretion, professionalism, and organization. The role entails administering corporate secretarial duties along with intensive calendar, communication, and stakeholder management.

ROLES AND RESPONSIBILITIES

Key Result Areas (KRAs):

Business Planning & Coordination

• Coordinate the consolidation of annual business plans, sales strategies, pipeline reviews, and budgets/targets across business segments.
• Ensure alignment between business plans, revenue targets, and strategic growth priorities.
• Follow up with business heads to ensure timely submission and execution of business plans.

Performance Management & Execution Tracking

• Maintain a structured Business Performance Dashboard for the CEO to track progress on strategic initiatives.
• Monitor key business initiatives and Executive Committee (EXCO) directives.
• Identify performance gaps and proactively escalate critical issues requiring the CEO’s attention.

Executive & Governance Support

• Coordinate the preparation of EXCO papers, business performance updates, and strategic presentations.
• Track and follow through on action items from governance forums affecting the CEO’s office.
• Support the execution of key transformation initiatives, including digital, ESG, and financial inclusion programs.
• Ensure strict adherence to governance timelines and corporate reporting standards.
• Coordinate strategic initiatives and special projects, monitoring milestones, timelines, and deliverables.

Administrative Management

• Maintain the day-to-day operations of the CEO’s office.
• Organize and manage confidential files and records (business reports, strategic plans, performance records, action trackers).
• Draft correspondence, memos, reports, and executive presentations on behalf of the CEO.
• Coordinate logistics for executive meetings, board meetings, travel arrangements, and special events.
• Oversee office supplies, travel coordination, and expense tracking for the CEO’s office.

Communication & Stakeholder Management

• Act as a key bridge for communication between the CEO and Senior Management, the Board, Regulators, Customers, and External Partners.
• Professionally receive and handle visitors, inquiries, and incoming requests.
• Coordinate timely responses to internal and external stakeholder requests.
• Plan and organize key business meetings, reviews, and workshops.

FINANCIAL RESPONSIBILITY

Direct Authority: No direct financial approval authority.

Oversight: Provides administrative financial oversight, expense tracking, and budget control support for the CEO’s office.

QUALIFICATIONS AND EXPERIENCE

Academic & Professional Qualifications:

• Education: Bachelor’s degree from a recognized university in Business Administration, Management, Finance, Economics, Banking, Public Administration, or a related field.
• Certifications (Added Advantage): Professional certifications in Executive Assistance, Project Management, Business Analysis, or Management Information Systems (MIS).

Experience & Background:

• Work Experience: 3–5 years of experience providing executive support to C-Suite executives or board-level management.
• Strategic Exposure: Hands-on exposure to business performance coordination and corporate strategy execution.
• Industry Experience: Financial services experience is highly preferred.
• Governance Knowledge: Familiarity with corporate governance standards, board workflows, and insurance regulatory environments is a distinct advantage.

CORE COMPETENCIES & BEHAVIORS

Technical Competencies:

• Analytical & Reporting Mastery: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaborative cloud tools (Google Workspace).
• Discretion & Integrity: Unwavering capability to handle highly confidential, sensitive, strategic, and personnel information with utmost trust.
• Communication: Exceptional written and verbal English communication skills, with the diplomacy and tact to interact with high-net-worth clients, regulators, and board members.
• Proactivity & Problem Solving: High resourcefulness, ability to anticipate executive needs, and calm problem-solving under tight deadlines.
• Execution Discipline: Exceptionally high attention to detail, organization, and follow-through.

Business Behaviors:

• Integrity, trustworthiness, and absolute confidentiality.
• Sound professional judgment.
• Initiative, adaptability, and a strong sense of urgency.
• Strong ownership, accountability, and results orientation.
• Collaborative, relationship-driven, and solution-oriented approach.

• Coordinate the consolidation of annual business plans, sales strategies, pipeline reviews, and budgets/targets across business segments.
• Ensure alignment between business plans, revenue targets, and strategic growth priorities.
• Follow up with business heads to ensure timely submission and execution of business plans.
• Maintain a structured Business Performance Dashboard for the CEO to track progress on strategic initiatives.
• Monitor key business initiatives and Executive Committee (EXCO) directives.
• Identify performance gaps and proactively escalate critical issues requiring the CEO’s attention.
• Coordinate the preparation of EXCO papers, business performance updates, and strategic presentations.
• Track and follow through on action items from governance forums affecting the CEO’s office.
• Support the execution of key transformation initiatives, including digital, ESG, and financial inclusion programs.
• Ensure strict adherence to governance timelines and corporate reporting standards.
• Coordinate strategic initiatives and special projects, monitoring milestones, timelines, and deliverables.
• Maintain the day-to-day operations of the CEO’s office.
• Organize and manage confidential files and records (business reports, strategic plans, performance records, action trackers).
• Draft correspondence, memos, reports, and executive presentations on behalf of the CEO.
• Coordinate logistics for executive meetings, board meetings, travel arrangements, and special events.
• Oversee office supplies, travel coordination, and expense tracking for the CEO’s office.
• Act as a key bridge for communication between the CEO and Senior Management, the Board, Regulators, Customers, and External Partners.
• Professionally receive and handle visitors, inquiries, and incoming requests.
• Coordinate timely responses to internal and external stakeholder requests.
• Plan and organize key business meetings, reviews, and workshops.

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proficiency in collaborative cloud tools (Google Workspace)
• Ability to handle highly confidential, sensitive, strategic, and personnel information with utmost trust
• Exceptional written and verbal English communication skills
• Diplomacy and tact to interact with high-net-worth clients, regulators, and board members
• High resourcefulness
• Ability to anticipate executive needs
• Calm problem-solving under tight deadlines
• Exceptionally high attention to detail
• Organization
• Follow-through
• Integrity
• Trustworthiness
• Absolute confidentiality
• Sound professional judgment
• Initiative
• Adaptability
• Strong sense of urgency
• Strong ownership
• Accountability
• Results orientation
• Collaborative, relationship-driven, and solution-oriented approach

• Bachelor’s degree from a recognized university in Business Administration, Management, Finance, Economics, Banking, Public Administration, or a related field.
• Professional certifications in Executive Assistance, Project Management, Business Analysis, or Management Information Systems (MIS) (Added Advantage).