Job Description
Looking for a highly adaptable, loyal, and patient BA / Chief of Staff to provide comprehensive support to the Group CEO of a dynamic energy company. This trusted partner will ensure that both professional and personal operations run seamlessly across global locations. Thriving in a fast-paced environment, the ideal candidate will possess exceptional organizational and leadership skills, clear and concise communication abilities, and the flexibility to handle rapidly changing plans. In addition to managing business-related responsibilities, the Assistant will also provide support to the CEO’s family, demonstrating discretion and reliability.
Key Responsibilities:
Personal Assistant (PA) Duties:
1. Travel & Diary Management:
* Plan and manage the CEO’s complex travel schedule, including flights, accommodations, and itineraries across international time zones.
* Maintain an up-to-date and conflict-free calendar, handling last-minute changes efficiently.
* Organize local transportation and monitor travel days and stays per country.
1. Property Management:
* Oversee the management of properties in London, Vallauris, and Mykonos, coordinating with house managers, a driver, and a housekeeper.
* Monitor task lists, progress, and expenses for household staff, ensuring accurate and timely payroll.
* Handle property-related tasks, including vendor coordination, maintenance, and renovations.
2. Family and Household Support:
* Manage private household maintenance contracts, payments (bills, etc.), and associated accounts.
* Act as the central liaison for household staff, ensuring effective communication and task allocation.
3. Administrative Support:
* Track and manage important documents, including mortgages, KYC requirements, and car service schedules.
* Maintain accurate and confidential records, correspondence, and sensitive information.
4. Meeting Coordination & Follow-Up:
* Prepare agendas, research, and materials for CEO meetings, ensuring thorough documentation and action-point follow-up.
* Schedule regular check-ins between the CEO and team members to foster collaboration and accountability.
5. Business Support:
* Act as a gatekeeper, prioritizing requests to align with strategic objectives.
* Develop Board materials and presentations for business needs.
* Conduct research and manage media relations or promotional tasks as required.
* Proactively address operational bottlenecks, enabling the CEO to focus on high-value tasks.
General Duties:
* Maintain a comprehensive filing system for both business and personal records.
* Manage the CEO’s official expenditures and claims.
* Draft, type, and dispatch correspondence on behalf of the CEO.
* Liaise with internal and external stakeholders to arrange meetings and prepare agendas.
* Undertake any other tasks as requested by the CEO.
Leadership:
* Oversee and coordinate a global support team, ensuring balanced task distribution and effective communication.
* Provide clear direction and oversight to both the household and professional support teams, promoting smooth operations and accountability.
Qualifications & Skills Required
Experience:
* A minimum of 5+ years of proven experience as an EA/PA supporting senior-level or C-suite executives, preferably in a fast-paced, global environment.
* Experience working within international or multinational private sector organizations, handling tasks across different time zones.
* Strong background in managing properties or coordinating household staff is highly desirable.
* Familiarity with travel programs like One World Alliance and Amex Reward Program is an advantage.
Education & Technical Skills:
* Degree-level education, preferably in Business Studies or a related field.
* Excellent computer literacy with high proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and financial tools like Quicken.
* Shorthand and excellent typing skills with speed and accuracy.
Skills & Attributes:
Organizational & Time Management:
* Exceptional organizational abilities with a strong attention to detail.
* Proven capability to manage multiple priorities and tight deadlines efficiently.
Communication:
* Outstanding verbal and written communication skills.
* Professional telephone manner with the ability to engage effectively with diverse audiences.
Leadership & Problem Solving:
* Strong interpersonal and leadership skills to manage and coordinate a geographically dispersed team.
* Proactive mindset with excellent problem-solving abilities and resourcefulness.
* High emotional intelligence with cultural sensitivity, especially in multicultural environments.
* Discretion and professionalism when handling confidential matters.
Languages:
Fluency in English is required. A second language, such as Arabic or French, is advantageous.
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