Key Responsibilities and Required Skills for Group Officer Assistant

🎯 Role Definition

The Group Officer Assistant serves as the strategic partner and primary support for a high-level Group Officer, enabling them to maximize their time and focus on critical business objectives. You will be the trusted gatekeeper and operational backbone of the executive's office, demonstrating exceptional judgment, foresight, and integrity. This role requires navigating complex corporate landscapes, managing highly confidential information, and flawlessly executing a wide range of administrative, logistical, and project-based tasks. The ideal candidate is a master of organization, a proactive problem-solver, and a polished communicator who can represent the executive's office with professionalism and grace.

📈 Career Progression

Typical Career Path

Entry Point From:

Senior Administrative Assistant
Executive Assistant
Project Coordinator or Specialist

Advancement To:

Chief of Staff
Senior Executive Assistant (supporting C-Suite or Board)
Business Operations Manager

Lateral Moves:

Project Manager
Corporate Events Manager
Internal Communications Specialist

Core Responsibilities

Primary Functions

Manage an exceptionally active and complex calendar of appointments, ensuring the executive's schedule is optimized, conflict-free, and aligned with strategic priorities.
Act as a primary gatekeeper and point of contact, screening and directing internal and external communications with professionalism and sound judgment.
Coordinate intricate domestic and international travel arrangements, including flights, accommodations, ground transportation, and visa processing, and compile detailed travel itineraries.
Prepare, proofread, and format a wide range of highly confidential correspondence, reports, memos, and presentations for internal and external audiences.
Plan, coordinate, and execute high-stakes meetings, leadership off-sites, and large-scale corporate events from conception through to completion.
Prepare and distribute comprehensive meeting agendas, briefing materials, and presentations, ensuring the executive is fully prepared for all engagements.
Attend key leadership meetings to capture detailed minutes, track action items, and ensure timely follow-up from all stakeholders.
Process and reconcile expense reports, manage purchase orders, and assist with departmental budget tracking in compliance with company policies.
Build and maintain strong working relationships with other executive assistants, senior leaders, and external partners to facilitate seamless collaboration across the organization.
Handle highly sensitive and confidential information regarding business strategy, personnel, and finances with the utmost discretion and integrity.
Proactively anticipate the needs of the Group Officer, addressing potential issues before they arise and ensuring they are prepared for upcoming commitments.
Conduct preliminary research and compile briefing documents on various topics to support the executive's decision-making process.
Manage special projects and strategic initiatives on behalf of the Group Officer, coordinating with cross-functional teams to drive progress and meet deadlines.
Serve as a trusted advisor and sounding board, providing thoughtful insights and maintaining a comprehensive understanding of the business group's priorities.
Streamline office procedures and implement new administrative systems to enhance efficiency and effectiveness within the executive's office.
Assist with the onboarding process for new senior leaders within the group, ensuring a smooth and welcoming integration into the team.
Manage and organize critical digital and physical files, ensuring information is easily accessible and securely maintained.
Draft and disseminate key communications and announcements to the wider team or business group on behalf of the executive.
Provide logistical and material support for board meetings, including the preparation and secure distribution of board packs.
Prioritize conflicting needs and handle matters expeditiously and proactively, often with deadline pressures and minimal direction.
Represent the executive's office in a professional and welcoming manner, ensuring a positive experience for all interactions.

Secondary Functions

Provide backup support and coverage for other executive assistants during absences or periods of high demand to ensure continuous business operations.
Champion team culture and morale by coordinating team-building activities, recognition programs, and celebrating key milestones.
Maintain and update key organizational charts, distribution lists, and stakeholder contact databases for the business group.
Assist with ad-hoc reporting and data compilation requests from the executive team using standard office software.

Required Skills & Competencies

Hard Skills (Technical)

Advanced MS Office Suite Proficiency: Expert-level command of Outlook for complex calendar management, PowerPoint for creating executive-level presentations, Excel for data manipulation and budget tracking, and Word for professional correspondence.
Collaboration Platform Expertise: High proficiency in using tools like Microsoft Teams, Slack, and Zoom for scheduling, communication, and virtual meeting management.
Travel & Expense Management Systems: Hands-on experience with corporate software such as SAP Concur or Expensify for booking travel and processing expense reports.
Project Management Tools: Familiarity with platforms like Asana, Trello, or Jira to track project progress and manage action items is a strong plus.
Technological Savvy: Ability to quickly learn and adapt to new software and technologies to improve workflow and efficiency.
Minute Taking & Transcription: Proven ability to accurately capture key decisions and action items from fast-paced, high-level meetings.

Soft Skills

Exceptional Discretion & Confidentiality: An impeccable track record of handling sensitive business and personal information with the highest level of integrity.
Proactive Problem-Solving: The ability to anticipate needs, identify potential challenges, and develop and implement solutions with minimal supervision.
Superior Organizational Skills: World-class ability to multitask, prioritize a heavy workload, and manage competing demands in a high-pressure environment.
Executive Presence & Poise: A professional demeanor, strong interpersonal skills, and the confidence to interact with senior executives, board members, and key stakeholders.
Flawless Communication: Outstanding verbal and written communication skills, with a keen eye for detail, grammar, and tone.
Adaptability & Resilience: A flexible mindset with the ability to pivot quickly and remain calm and effective in the face of ambiguity and changing priorities.
Strategic Thinking: The capacity to understand business priorities and make independent decisions that align with the executive's goals.
Strong Judgment: Demonstrates sound decision-making abilities, understanding when to act independently and when to escalate issues.
Relationship Building: A natural ability to build rapport and foster positive, collaborative relationships across all levels of the organization.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent, coupled with significant relevant experience.

Preferred Education:

Bachelor's Degree.

Relevant Fields of Study:

Business Administration
Communications
Liberal Arts

Experience Requirements

Typical Experience Range:

7-12 years of progressive administrative experience, with at least 5 years spent directly supporting senior-level or C-suite executives.

Preferred:

Direct experience supporting a Group-level, Division President, or C-Suite executive in a large, global, or publicly-traded corporation is highly desirable. Experience in a fast-paced industry such as tech, finance, or consulting is a significant advantage.