Summary

The position holder will be reporting directly to the CEO the executive assistant provides executive support in a one-on-one working relationship and the executive assistant serves as the primary point of contact for internal and external constituencies on all matters of the CEO.

The position holder must have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Purpose of Role

The Executive Assistant will play a crucial role in ensuring the smooth and efficient operation of the CEO’s office and will be responsible for managing schedules, coordinating meetings, and handling confidential information with utmost discretion.

Key Responsibilities and Accountabilities

• Managing the CEO’s calendar, including scheduling and coordinating meetings, conferences, and appointments.
• Arranging travel, accommodations, and transportation for the CEO.
• Acting as the first point of contact for the CEO, screening calls and emails, and responding on their behalf when necessary.
• Preparing and editing correspondence, reports, and presentations.
• Conducting research and gathering information for various projects and initiatives.
• Liaising with internal and external stakeholders on behalf of the CEO.
• Providing support for special projects and events as needed.
• Provide comprehensive support to senior executives, including managing calendars, scheduling meetings, and organizing travel arrangements.
• Act as a liaison between the executives and internal/external stakeholders, ensuring timely communication and prompt responses.
• Prepare and edit correspondence, presentations, reports, and other documents as needed.
• Maintain and update corporate records, including confidential files, contracts, and legal documents.
• Coordinate and prepare materials for meetings, conferences, and events, including agendas and minutes.
• Conduct research and provide analytical support for special projects and initiatives.
• Assist with the planning and coordination of corporate events and team-building activities.
• Manage office supplies and maintain an organized and efficient workspace.
• Perform other administrative duties and special projects as assigned.

Job Requirements

Education : Diploma in Office admin and secretarial science or Bachelor’s degree in Business Administration, Communications, or a related field

Experience : A minimum of 3 years of experience for Diploma and 1 year experience supporting & assisting of the senior Executives.

Skill

• Proven experience as an Executive Assistant or similar role supporting C-level executives
• Excellent communication and interpersonal skills with the ability to build relationships at all levels
• Strong organizational and time-management skills
• High level of proficiency in Microsoft Office and other relevant software
• Ability to handle confidential information with discretion and maintain a professional demeanor at all times
• Proactive and able to anticipate needs and prioritize tasks accordingly
• Strong attention to detail and ability to multitask in a fast-paced environment
• Flexibility to work outside of regular business hours as needed
• Familiarity with [industry/sector] is a plus.