Job Description

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.

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.

Meeting Preparation & Support:

Prepare agendas, take minutes, and provide follow-up 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.

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 up-to-date.

Handle last-minute changes and emergencies related to travel plans.

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.

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.

Office Management:

Oversee the day-to-day 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.

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 3-5 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 time-management 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.

Problem-Solving Skills: Strong ability to identify issues and provide solutions in a fast-paced environment.

Interpersonal Skills: Ability to work with people at all levels of the organization, as well as external contacts.