Key Responsibilities:
Executive Support to the Chairman:
- Manage the Chairman’s schedule, organize appointments, and coordinate meetings.
- Prepare for board meetings and executive committee sessions by ensuring all necessary documents and agendas are ready in advance.
- Arrange travel, both domestic and international, along with accommodations and detailed itineraries for the Chairman.
- Handle sensitive and confidential matters with utmost care and discretion.
- Act as the primary liaison for internal and external communications on behalf of the Chairman.
- Draft speeches, presentations, and reports as needed to support the Chairman.
Administrative Management:
- Oversee the daily operations of the Chairman’s office to ensure tasks are executed efficiently.
- Organize and maintain both physical and electronic filing systems for easy access and reference.
- Manage office supplies, equipment, and other resources while addressing staff requests.
- Coordinate office events, meetings, and conferences to ensure smooth execution.
- Manage petty cash, track office budgets, and monitor expenditures.
- Record and distribute minutes from board meetings, and follow up on action items to ensure completion.
Office Administration:
- Maintain an organized and fully functional office environment by managing supplies and resources.
- Liaise with vendors, service providers, and contractors to ensure smooth office operations.
- Implement and uphold office policies and ensure all procedures are followed.
Qualifications:
- Degree in Business Administration or a related field.
- Minimum of 3 years of relevant experience in executive support, preferably for senior management or C-level executives.
- Proven experience as an Executive Secretary, Executive Assistant, or in a similar role supporting senior executives or the Chairman.
- Strong organizational and multitasking skills, with the ability to prioritize and manage a high-level executive’s schedule.
- Excellent verbal and written communication skills, with experience in drafting documents and presentations.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
- Ability to maintain confidentiality and exercise discretion in handling sensitive information.
- Strong problem-solving abilities, with the capacity to work independently and make sound decisions.
