As the Executive Assistant to the CEO, you will play a pivotal role in supporting the CEO in delivering high-priority, complex projects and ensuring the overall productivity and efficiency of the business. This role demands exceptional organizational skills, strategic thinking, and the ability to manage multiple priorities with discretion and professionalism.
You will provide comprehensive, high-level administrative support by managing both the CEO’s and the CFO’s schedule, coordinating travel and meetings, preparing detailed reports and presentations, and acting as a key liaison with internal and external stakeholders. As a trusted partner to the CEO and CFO, you will handle confidential and sensitive information with the utmost discretion while contributing to the success of the business by streamlining operations and ensuring tasks are executed effectively.
In addition to supporting the CEO, you will assist the executive team and non-executive board members, ensuring the seamless functioning of the company’s senior leadership.
Key Responsibilities
1. Executive and Strategic Support
o Serve as the primary point of contact among executives, employees, clients, and external partners, managing information flow with accuracy and timeliness.
o Assist the CEO in planning, coordinating, and delivering high-priority projects, ensuring timelines and deliverables are met.
o Act as a strategic partner by conducting research, providing insights, and preparing high-quality presentations, reports, and briefing materials.
o Proactively anticipate the CEO’s needs and resolve issues before they arise.
o Act as a representative for the CEO in meetings, as needed.
2. Calendar, Travel, and Expense Management
o Manage the CEO’s calendar, ensuring optimal scheduling and preparation for meetings and events.
o Make travel arrangements for the CEO and other executives, including booking flights, hotels, and transportation.
o Track and process the CEO’s expenses, preparing detailed expense reports.
3. Communication and Correspondence
o Handle critical communications, including drafting emails, letters, reports, and presentations on behalf of the CEO.
o Liaise with internal and external stakeholders, such as board members, clients, and partners.
o Monitor and direct phone calls, correspondence, and other communications with discretion.
4. Meeting Management
o Organize and prepare for meetings by creating agendas, taking notes, and ensuring actionable follow-ups.
o Support the CEO and executive team in maintaining alignment on company objectives and initiatives.
o Provide logistical and administrative support for board and stakeholder meetings, including preparing board papers and maintaining records.
5. Operational and Office Management
o Act as an Office Manager, overseeing office supplies, liaising with contractors, and managing regular services (e.g., confidential waste disposal, fruit distribution, etc.).
o Maintain records of and manage the company car fleet.
o Welcome visitors, manage meeting room logistics, and ensure a professional office environment.
6. Project and Workflow Management
o Provide project management support, tracking and documenting progress on key initiatives.
o Monitor and record companywide objectives, assisting the CEO and leadership team in achieving targets.
o Identify inefficiencies and recommend process improvements to enhance operational effectiveness.
7. Team and Departmental Support
o Provide administrative support to other executive team members, including managing their calendars, setting up meetings, and arranging travel.
o Support the Senior Management Team and other departments as needed to ensure alignment and productivity.
This job description outlines the key responsibilities and skills required but is not exhaustive. The role may evolve to meet the changing needs of the business.
Key Attributes and Skills
* Proven experience as an Executive Assistant, ideally at the C-suite level, with at least 4+ years in a similar role.
* Advanced proficiency in Microsoft Office Suite, with familiarity in tools like SharePoint and Microsoft Teams.
* Exceptional organizational, project management, and multitasking abilities.
* Strong written and verbal communication skills in English.
* Excellent interpersonal skills and the ability to collaborate effectively.
* Proficiency in managing complex schedules, projects, and competing priorities.
* A proactive, problem-solving mindset with the ability to work independently.
* Uphold a strict level of discretion and professionalism when handling confidential information.
* Experience with investment board paper preparation and stakeholder communication.
* Knowledge of general business and industry trends.
* Familiarity with project management.
Key Relationships
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