ROLE OVERVIEW.
The Executive Assistant and Project Manager, Mandala Club is responsible for providing high-level confidential support to the CEO by providing a full Gate-keeping and monitoring the flow of multi-platform communications to and from the Office of the executives. Aiding in and ultimately ensuring the timely completion of internal projects, general corporate tasks and key task management. Keeping executives organized with logistics, meetings, and emails throughout the day. The role may also encompass secretarial and administrative services. The role will occasionally cover task force roles for membership outreach, engagement, and more.
S/he will maintain and refine the internal processes that support high-ranking executives companywide, coordinate internal and external contacts to expedite workflows, and manage communication with the management team by liaising with internal and external executives on various projects and tasks.
KEY OBJECTIVES & DELIVERABLES.
MAIN RESPONSIBILITIES
- Assisting and communicating with executives throughout the decision-making, program management, and initiative implementation stages
- Improving the company’s ongoing processes and organizing procedures to ensure optimal efficiency and productivity
- Designing, reviewing, and improving an organization’s structure and helping address ongoing problems
- Acting as a liaison between the staff, Chief Executives, or CEOs regarding the company’s climate, employee well-being, and project updates
- Building good relationships with employees
- Gathering departmental reports and compiling them into one company report
- Meeting with the company’s board of directors for business updates and requesting monthly or quarterly meetings with department heads
- Act as a first point of contact dealing with correspondence and phone calls.
- Proactively manage and coordinate the CEO's diary by prioritizing and arranging internal and external meetings and ensuring appropriate briefing papers are prepared and provided.
- Plan and organize travel and accommodation when required.
- Maintain effective filling and data storage, including emails and retrieval systems, to ensure the needs of the CEO are met.
- Provide full personal assistant support by handling all correspondence and calls, drafting routine letters to a high standard, minute meetings, taking messages, and performing other administrative tasks as required to support the CEO.
- Support Board of Director meetings by ensuring meetings are properly arranged and serviced. This will include drafting agendas, collating papers and reports, taking minutes, and following up on action points.
- Oversee all relevant administrative tasks when arranging meetings, such us, sharing calendar invites and meeting agendas with participants, taking notes, circulating the minutes, and following up on agreed actions and deadlines.
- Maintain professionalism and strict confidentiality with all materials.
- Observing best business practices and etiquette.
