Executive Assistant at Optiva Capital Partners

Job Description

Optiva Capital Partners is seeking a highly organized and professional Executive Assistant to provide strategic and administrative support to the Chairman. This role requires strong coordination skills, discretion in handling sensitive information, and the ability to thrive in a fast-paced executive environment. The position also involves occasional support for basic finance and invoicing functions to ensure operational continuity.

Job Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to the Chairman, including calendar management, meeting scheduling, travel coordination, and correspondence.
• Serve as the primary point of contact between the Chairman and internal/external stakeholders.
• Prepare agendas, briefing notes, presentations, and reports for meetings.
• Attend meetings when required, take accurate minutes, and follow up on action points.
• Manage confidential documents and sensitive information with the highest level of discretion.
• Prioritize and manage multiple tasks efficiently in a fast-paced environment.

Office & Coordination Duties

• Coordinate communication between departments on behalf of the Chairman.
• Monitor deadlines, commitments, and deliverables related to the Chairman’s office.
• Support the execution of strategic initiatives and special projects as assigned.
• Ensure smooth day-to-day operations of the Chairman’s office.

Finance & Invoicing Support (As Required)

• Prepare and issue client invoices when the Credit Control Officer or Finance Officer is unavailable.
• Ensure invoices are accurate, complete, and issued in line with company policies.
• Maintain proper records of issued invoices and share relevant information with the finance team.
• Follow up on basic invoice-related queries in coordination with management.
• Assist with simple financial documentation or reporting as requested.

Other Duties

• Carry out other responsibilities as may be assigned by the Chairman.

Requirements / Qualifications

• Bachelor’s degree in Business Administration, Management, Finance, or a related field.
• Proven experience as an Executive Assistant or in a similar senior administrative role.
• Strong organizational, time management, and multitasking abilities.
• Excellent written and verbal communication skills.
• High level of professionalism, confidentiality, and discretion.
• Proficiency in Microsoft Office and productivity tools.
• Ability to work independently and under pressure.
• Basic understanding of invoicing or finance processes is an added advantage.