Executive Assistant

About UsBaidam Solutions is a multi-award-winning, profit-with-purpose cybersecurity business. We deliver industry-leading network and application security expertise, empowering organisations to achieve greater performance, productivity, and protection. Our team is composed of talented and driven individuals committed to excellence, integrity, and making a real difference. About your DayYou will collaborate closely with the x2 C‑suite level and other key stakeholders, acting as a trusted point of coordination to support executive priorities, communications, and the smooth running of the senior leadership function. With a strong focus on executive, operational and administrative leadership, your key responsibilities are to:Act as a trusted partner to our C-suite, providing high‑level executive and strategic support to keep priorities moving at pace.Proactively manage complex calendars, competing priorities and rapidly shifting deadlines with sound judgement and a steady, calm approach.Coordinate domestic and international travel including supporting itineraries, scheduled meetings and executive presence at key events, ensuring leaders are well‑prepared and supported.Prepare clear, professional documentation including correspondence, board and executive papers, presentations and other adhoc documentation as required.Act as a confident, respectful gatekeeper and liaison for internal and external contacts.Support financial administration for executives, including expenses, billing and reconciliations in line with the finance team and established procedures.Establish and embed clear, consistent administrative and communication practices that enable our C-suite to stay focused on strategic priorities.Support and uplift the capability of the executive’s direct reports, providing guidance, structure and best‑practice ways of working.About YouA strong sense of ownership, providing high‑level executive support by anticipating needs and delivering outcomes.The skillset to handle sensitive information with professionalism and discretion.Experience and proven track record of supporting multiple executives in fast‑paced, high‑pressure environments where priorities shift quickly (minimum of 5 years, as a Senior Executive Assistant or Personal Assistant, supporting C‑suite or equivalent senior leaders).High‑level written and verbal communication skills and a natural ability to engage with people across all levels of Baidam.Exceptional organisational skills and ability to prioritise effectively and keep things moving under pressure.Confidence in handling differing personalities and leadership styles with professional courage.Proactive, problem-solving mindset, closing gaps or resolving issues before they escalate or require executive intervention.Advanced proficiency in Microsoft Office 365, including Word, Excel and PowerPoint.Purpose To provide high‑level, proactive executive support to our C-suite bringing structure, pace and calm so the executives can stay focused on mission‑critical priorities. This role anticipates needs, manages competing priorities, and ensures overall seamless coordination in all areas. The “Glass Balls” (Non‑negotiables)When juggling all aspects of your role, these are the priorities that must not be dropped: Act as a trusted partner to the C-suite keeping priorities moving at pace. Proactively manage complex calendars, competing priorities and shifting deadlines with sound judgement and calm control. Confidently challenges priorities, timing or approaches where required, in the best interests of executive effectivenessExercises delegated authority to progress matters on behalf of the C-suite within agreed parameters.Coordinate domestic/international travel, key meetings and executive presence at events so leaders are prepared and supported. Switch between detail and big‑picture thinking depending on what the moment requires.Deliver high quality documentation and adhere to executive/governance processes with sensitivity and accuracy. Act with integrity and a final quality checkpoint for executive outputs.The “Rubber Balls” BAU (Core Executive Assistant Responsibilities)Prepare clear, professional documentation including correspondence, board/executive papers, presentations and ad‑hoc materials. Coordinate meetings end‑to‑end (logistics, agendas, papers, follow‑ups) and keep actions moving. Support executive finance admin including expenses, billing and reconciliations in line with established procedures. Maintain executive‑level records and documentation so information is current, accurate and accessible to the right stakeholders. Build strong working relationships across the business to streamline workflows, improve responsiveness and remove friction impacting C-suite priorities. Identify practical improvements to ways of working that increase clarity, efficiency and momentum for the executive office. Performance Metrics & Measures of SuccessPerformance MetricsExecutive support and enablement Review x2 C-suite calendars daily and proactively reshapes schedules based on shifting priorities.Makes real‑time decisions about what meetings stay, move, shorten or delegate.Confirms meeting purpose, decision required and attendees before locking calendars, building in preparation time, buffers and recovery time around high‑intensity days.Independently progresses actions (drafts comms, books meetings, chases inputs) without waiting for instruction.Flags clashes, risks or overload early, offering clear options and a recommendation.Prepares leaders with concise briefs so they walk into meetings confident and informed.Closes loops after meetings by capturing decisions, owners and next steps. Feedback on effectiveness of support% of scheduling or travel issues requiring rework or escalationQuality and completeness of documentation and supporting materialsCommunication and stakeholder management Acts as the first point of contact for executive matters, responding promptly and professionally.Filters and redirects requests to the right owner, avoiding unnecessary escalation.Uses judgement to determine what needs C-suite attention versus what can be handled independently.Drafts and sends executive‑ready communications.Manages sensitive conversations. Maintains strong working relationships with board members, senior leaders and external stakeholders.Provides clear, timely updates so stakeholders know where things are at without chasing.Internal and external stakeholder feedbackReduction in ad‑hoc interruptions or escalationsResponsiveness and turnaround timesGovernance and high-quality documentation Maintains a forward view of governance deadlines, exec/board cycles and key deliverables.Prepares and quality‑checks executive and board papers well ahead of deadlines, ensuring documents are accurate, polished, consistently formatted and version‑controlled.Flags risks with context and recommendations. Summarises decisions and actions clearly, ensuring shared understanding and tracking to avoid last-minute issues.Manages secure distribution of confidential materials to the right people only.Keeps governance records current and easy to locate.Accuracy rate of documentation (minimal errors)% of governance tasks completed within deadlines e.g. risk registerZero confidentiality breaches Operational and administrative leadershipEstablishes clear, repeatable ways of working for the executive office.Creates structure where there is ambiguity, without needing direction from leaders.Resolves routine issues independently rather than passing them up.Builds trusted relationships across teams to unblock work quickly and adjusts systems, routines and approaches as leadership needs evolve.Reduces noise to the C-suite by handling issues at the right level.Maintains a calm, organised presence that others rely on and ensures executive support feels seamless and consistent, not reactive.Reduction in reactive or last‑minute issues Internal feedback Continuous improvement Notices recurring issues, bottlenecks or inefficiencies in executive workflows.Introduces simple fixes (templates, checklists, clearer agendas, better sequencing).Refines how meetings, communications or approvals are handled over time and proactively prevents problems rather than firefighting them.Learns leadership preferences and adapts ways of working accordingly.Regularly reflects on “what could be smoother next time?” and acts on it.Improves pace, clarity and confidence in the executive function.Number of improvement initiatives implementedTime saved related to the role or executive function Expected Behaviours & Competencies Exceptional organisational and time management skills, adept at prioritising multiple tasks and competing demands. Capable of working independently and collaboratively, building effective cross-functional relationships and engaging with others. Meticulous attention to detail, ensuring accuracy and reliability in all work with a commitment to following through on agreed actions. Demonstrates an understanding of Baidam’s commercial drivers, priorities and risk areas.Calm, steady energy to high‑pressure days, keeping tone measured and constructive, even when others are not.Adapts to new challenges, proactively seeks personal and professional growth, and fosters an inclusive, supportive team environment. Advanced proficiency in Microsoft Office Suite (especially Excel and Word)