Job description:

The Executive Assistant to the CEO will provide high-level administrative support to the Chief Executive Officer, ensuring the smooth operation of the CEO's office. This role involves managing the CEO's schedule, coordinating meetings, handling communication, and assisting with special projects. The ideal candidate is highly organised, proactive, and capable of handling a wide range of administrative and executive support-related tasks with a high degree of professionalism, confidentiality, and discretion.

Key Responsibilities:

Calendar Management:

- Manage and maintain the CEO's schedule, including appointments, meetings, and travel arrangements.

- Coordinate and prepare agendas, materials, and logistics for meetings.

Communication:

- Serve as the primary point of contact between the CEO and internal/external stakeholders.

- Draft, review, and manage correspondence on behalf of the CEO, including emails, letters, and reports.

- Screen and prioritise communications to ensure the CEO's time is efficiently managed.

Meeting Coordination:

- Plan, coordinate, and ensure the CEO's schedule is followed and respected.

- Organise and prepare for meetings, including gathering documents and attending to logistics.

- Take minutes during meetings and follow up on action items as necessary.

Travel Arrangements:

- Arrange complex and detailed travel plans, itineraries, and agendas.

- Compile documents for travel-related meetings and provide support as needed during travel.

Project Management:

- Assist the CEO with various projects, including research, analysis, and report preparation.

- Track progress on projects, ensuring that deadlines are met and deliverables are completed to a high standard.

Confidentiality:

- Handle sensitive information with the utmost confidentiality and discretion.

- Maintain the confidentiality of proprietary information and maintain a thorough understanding of the company's operations.

Administrative Support:

- Manage the CEO's expenses and submit expense reports accurately and on time.

- Handle various administrative tasks, such as organising files, ordering office supplies, and managing correspondence.

- Support the CEO in managing personal tasks as needed.

Relationship Management:

- Build and maintain strong relationships with key stakeholders, both internal and external.

- Act as a liaison between the CEO and employees, clients, and external partners.

Qualifications:

- Bachelor's degree in Business Administration, Management, or a related field preferred.

- Minimum 1 year of experience in an executive assistant or similar role, preferably supporting C-level executives.

- Exceptional organisational and time-management skills.

- Strong written and verbal communication skills.

- High level of professionalism, integrity, and discretion.

- Ability to handle multiple tasks and projects simultaneously with a keen attention to detail.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.

- Experience in handling travel arrangements and managing complex schedules.

- Strong problem-solving skills and the ability to work independently.

Preferred Skills:

- Familiarity with G-suite relevant to the company's operations.

- Ability to work in a fast-paced environment and adapt to changing priorities.

Working Conditions:

- Full-time position, with occasional extended hours based on business needs.

- Ability to travel occasionally if required.