Job Overview:
The Secretary/Personal Assistant to the CEO provides essential administrative support to ensure the smooth operation of the CEO’s office. This role involves managing schedules, coordinating meetings, and handling communications with discretion and efficiency.
Key Responsibilities:
Administrative Support:
- Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, reports, and presentations.
- Handle incoming calls, emails, and other communications, ensuring timely and appropriate responses.
- Maintain and organize files and documents, both electronic and paper.
Meeting Coordination:
- Schedule and coordinate meetings, including booking venues, preparing agendas, and arranging necessary materials.
- Take minutes during meetings and distribute to relevant parties.
- Follow up on action items and ensure timely completion of tasks.
Travel Arrangements:
- Plan and coordinate travel itineraries, including flights, accommodations, and transportation.
- Prepare travel expense reports and manage reimbursement processes.
Office Management:
- Liaise with other departments and external stakeholders on behalf of the CEO.
- Handle confidential information with integrity and discretion.
Project Assistance:
- Assist with special projects and initiatives as directed by the CEO.
- Reports and presentations preparation.
- Provide administrative support for various company events and functions.
Communication:
- Serve as the primary point of contact between the CEO and internal/external parties.
- Draft and proofread communications and ensure they align with the CEO’s objectives and tone.
- Maintain positive relationships with key stakeholders, including clients, partners, and employees.
Qualifications:
- Proven experience as a Personal Assistant, Executive Assistant, or similar role.
- Exceptional organizational and time-management skills.
- Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Strong written and verbal communication skills.
- Ability to handle sensitive information with confidentiality.
- Excellent problem-solving skills and attention to detail.
- High level of professionalism and adaptability.
- Minimum Diploma or equivalent experience preferred.
Working Conditions:
- Full-time position, typically Monday to Friday, with occasional overtime as needed.
- Office environment with potential for some remote work flexibility.
