Executive Assistant

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Job Description

CJ Patel Group is a diverse group of companies operating with over 90 years of history across a variety of industries all with the common goal of delivering world-class products and services. The CJP Group controls operations of over 13 different companies using a variety of ownership model from joint ventures to wholly owned subsidiaries. With the head office in Suva, CJ Patel Group has extended manufacturing, sales, distribution, and service businesses in Fiji with renowned brands and products and significant exports to several countries and other regional markets such as New Zealand, East Timor, Vanuatu, Kiribati, Tonga, Samoa and Papua New Guinea.

The Executive Assistant will be responsible for providing high-level support to the CEO, ensuring the seamless coordination of key business functions. The position reports to Group CEO, CJ Patel & Company Pte Limited.

Outcomes

Organisational Stakeholders
1. Schedule and Communication Management
Manage and maintain the CEO's calendar, including scheduling and prioritizing appointments, meetings, and events. Coordinate and arrange internal and external meetings, ensuring all necessary resources and materials are prepared. Act as a liaison between the CEO and other departments, ensuring smooth information flow Efficiently manage conflicting priorities and proactively address scheduling conflicts to optimize the MD's time. Handle incoming and outgoing phone calls on behalf of the CEO, screening and directing calls as appropriate. Draft, review, and proofread correspondence, reports, and presentations to ensure accuracy and professionalism. Arrange domestic and international travel arrangements, including flights, accommodations, transportation, and visa requirements. Support to coordinate event logistics for conferences and other company functions, ensuring smooth execution and a positive experience for attendees. Maintain Confidentiality and Discretion Maintain strict confidentiality and exercise discretion when handling sensitive and confidential information. Handle confidential documents, records, and discussions with professionalism and integrity.
2. Meeting and Administrative Support
Provide comprehensive administrative support, including managing documents and filing systems. Create and maintain organized electronic and filing systems, ensuring easy information retrieval. Attend meetings with the CEO when required, take detailed meeting minutes, and distribute them to relevant parties. Prepare agendas, presentations, and other materials required for meetings, ensuring they are accurate and well-prepared. briefing documents, reports, analysis and presentations for executive meetings Follow up on action items and ensure deadlines are met by collaborating with stakeholders. Meeting & Board Support – Coordination of meetings, ensure timely and accurate information flow, and support governance processes, keeping the CEO and leadership team aligned with board priorities. Data Management and Compliance - Maintain systems for recording and storing key business information, manage client databases, and ensure compliance with industry standards.
3. Project Management and Coordination
Assist in managing various projects by coordinating tasks, monitoring progress, and ensuring timely completion. Collaborate with internal teams and external stakeholders to gather project updates, prepare reports, and provide regular status updates to the MD. Track action items, deadlines, and deliverables, ensuring all project-related activities are well-organized and effectively managed. Conduct research on various topics, compile relevant information, and provide summaries or reports to support decision-making and strategic planning. Analyze data, identify trends and generate insights to support the CEO in making informed business decisions.
4. Organisation's image and value standards demonstrated and promoted
Collaborate with other teams in the organisation for the benefit of the organisation Monitor and encourage team members to uphold image and value standards Uphold and demonstrate the organisation's image and values Maintain confidentiality and discretion and ensure ethical decision making

Responsibilities - Critical Competencies

Competence	Description
Business
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Documentation	Communicate using formal business writing.
Communication	Exchange information through verbal communication
Customer
Relationship Building	Build beneficial relationships with suppliers and stakeholders.
Quality Focus	Deliver quality.
People
Facilitation	Assist the progress of work ensuring its timely and effective completion.

Qualifications

Qualification	Discipline	Notes
Preferred
Diploma	Commerce, Business Management or Business Administration or related fields, Accounting and Information Systems/Economics/Management
Desirable
Degree	Business Management or Business Administration or related fields, Accounting and Information Systems/Economics/Management

Work Knowledge and Experience

1. Proven experience as a Personal Assistant or Executive Assistant, preferably supporting top-level executives.
2. Excellent organizational and time management skills, with the ability to multitask and prioritize effectively.
3. Strong attention to detail and accuracy, ensuring all tasks and deliverables meet high-quality standards.
4. Exceptional written and verbal communication skills, with the ability to draft professional correspondence and create compelling presentations.
5. Proficient computer skills, including proficiency in Google Drive and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
6. Strong problem-solving abilities and the capacity to handle unexpected challenges or changes with flexibility.
7. Demonstrated ability to work collaboratively with internal and external stakeholders, fostering positive working relationships.
8. Discretion and confidentiality in handling sensitive information and maintaining a professional demeanour.

Requirements

Language Proficiency
Excellent command of English
Regulatory Compliance Requirements
Driver’s License

Interactions

Interaction	Comments
Internal
All employees
Board of Directors
Management Team
External
Suppliers
Statutory Authorities
Business Partners
Customers
Regulators

Attributes

Attribute	Definition
Behavioural Styles
Accountable	Assumes full responsibility for own actions and identifies with the success or failure of own part of the overall work/goal.
Detail oriented	Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
Punctuality	Completes a required task or fulfills an obligation before or at a previously designated time
Reliable	Is able to be trusted to do what is expected or has been promised, puts in a great amount of effort believing in the value of work.
Interpersonal Styles
Objective	Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Self-sufficient and assured	Readily copes with situations without recourse/need of others, showing confidence and belief in oneself and one's own abilities.
Thinking Styles
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Flexible/Adaptable	Readily accommodates changing circumstances, modifying own behaviour and/or views. Able to adjust easily to new conditions.
Numerate	Shows abilities in quantitative thought and expression.
Well organised	Controls tasks in a well thought out and critical manner.