Executive Assistant to the CEO

Executive Assistant to the CEO

  Personal Assistant to the Chief Executive Officer

 Scope of Job

To provide a high level of administrative and managerial support to the CEO, completing a variety of tasks in an organized and timely manner.As the Personal Assistant to the CEO, the incumbent will often be the first point of contact with persons both inside and outside the company.

 Main Duties and Responsibilities:

• Devising and/or maintaining office systems, including data management and filing.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
•  Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO
•  Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships
•  Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as the organization grows. Assist in the selection of services, and supplies necessary for operation of organization
• Travelling with the CEO (including across parishes) to take notes or dictation at meetings or to provide general assistance during presentations.
• Screening phone calls, enquiries and requests, and handling them when appropriate.
• Organizing and maintaining diaries and making appointments; reminding the CEO of important tasks and deadlines.
• Dealing with incoming correspondence and, where necessary, corresponding and delegating work on behalf of the CEO
• Liaising with clients, suppliers and other staff.
• Carrying out responsibilities with professionalism and respect for others, in accordance with the company’s policies.
• Coordinates strategic activities with management and staff
• Manage petty cash reimbursements and reconciliation.
• Other projects/duties as assigned for the overall benefit of the organization

Qualifications:

• A Bachelor’s degree in Communication, Business Administration or related degree, or equivalent experience in conjunction with industry-standard certifications.
• A minimum of three (3) years experience in a similar position.

 Key Competencies:

• High level of proficiency in Google Suite and Microsoft Office.
• Tech-savvy with the ability to use a variety of online tools, including project management applications.
• Familiarity with online calendars and cloud systems.
• Strong oral and written communication skills.
• Excellent organizational skills with an ability to think proactively and prioritize work.
• Strong attention to detail.
• Able to work in a demanding & fast paced environment with multiple tasks and projects at hand.
• Proficient in minute taking
• High level of discretion and confidentiality.
• Professionalism in appearance and attitude.
• Self-motivated with strong problem-solving and interpersonal skills.
• Desire to learn and grow professionally.