Executive Assistant to the CEO

1. Calendar Management:
   

   • Coordinate and manage the CEO s calendar including scheduling meetings appointments and travel arrangements.
     
   • Prioritize and arrange meetings based on urgency and importance.
     
   • Ensure the CEO is well prepared for meetings with relevant materials and information.
     

2. Communication Management:
   

   • Act as a primary point of contact between the CEO and internal/external stakeholders.
     
   • Screen and manage phone calls emails and other correspondence responding when appropriate or redirecting to relevant personnel.
     
   • Draft proofread and edit emails letters and reports on behalf of the CEO.
     

3. Meeting Preparation & Support:
   

   • Prepare agendas take minutes and provide followup on action items from meetings.
     
   • Coordinate logistics for meetings including booking venues and organizing necessary equipment.
     
   • Ensure the CEO is provided with all necessary information and documents before meetings.
     

4. Travel Coordination:
   

   • Make travel arrangements for the CEO including booking flights hotels and ground transportation.
     
   • Create detailed itineraries ensuring all logistics are accounted for and uptodate.
     
   • Handle lastminute changes and emergencies related to travel plans.
     

5. Document and Record Management:
   

   • Maintain an organized filing system for both physical and digital documents.
     
   • Prepare proofread and manage reports presentations and other documents as required by the CEO.
     
   • Assist in managing confidential information ensuring that all data is handled with discretion.
     

6. Project Coordination:
   

   • Assist the CEO with special projects and initiatives managing tasks and deadlines.
     
   • Communicate with internal departments to ensure project timelines and deliverables are met.
     
   • Provide administrative support for the completion of strategic projects and company goals.
     

7. Office Management:
   

   • Oversee the daytoday functioning of the CEO s office ensuring that it runs smoothly and efficiently.
     
   • Order office supplies maintain office equipment and coordinate with other departments as needed.
     
   • Handle routine administrative tasks such as filing document management and maintaining office organization.
     

8. Confidentiality and Discretion:
   

   • Handle sensitive information with a high level of confidentiality and professionalism.
     
   • Exercise discretion and judgment in dealing with confidential matters and personal matters of the CEO.
     

Requirements

• Education: A bachelor s degree in business administration communications or a related field (preferred).
  
• Experience: Minimum of 35 years of experience in an administrative support role with experience supporting executives or senior management.
  
• Technical Skills: Proficient in Microsoft Office Suite (Word Excel PowerPoint Outlook) and familiarity with project management and communication tools (e.g. Zoom).
  
• Communication Skills: Exceptional written and verbal communication skills with a high degree of professionalism.
  
• Organizational Skills: Strong timemanagement skills with the ability to multitask and prioritize responsibilities.
  
• Attention to Detail: Ability to work with accuracy and attention to detail particularly when managing schedules and preparing documents.
  
• Discretion: Ability to handle sensitive information confidentially and professionally.
  
• ProblemSolving Skills: Strong ability to identify issues and provide solutions in a fastpaced environment.
  
• Interpersonal Skills: Ability to work with people at all levels of the organization as well as external contacts.