Executive Assistant To CEO

Position Overview:

1. The Executive Assistant will provide comprehensive administrative support to the CEO, managing his day-to-day schedule, meetings, travel plans, and communications.
2. This role involves a high degree of professionalism, organization, and discretion, as the assistant will handle confidential matters and act as a liaison between the CEO and internal/external stakeholders.
3. The role also requires the ability to anticipate the CEOs needs, stay ahead of schedule changes, and proactively manage workflow.
4. The ideal candidate is detail-oriented, highly organized, and capable of working in a fast-paced, high-pressure environment.

Key Responsibilities:

Calendar & Schedule Management:

• Manage the CEO's daily calendar, including scheduling meetings, appointments, and events.
• Coordinate internal and external meetings with stakeholders, clients, and team members.
• Prioritize and adjust the schedule based on urgent tasks and shifting priorities.

Communication & Correspondence:

• Act as the primary point of contact for the CEO, handling all communications, emails, and calls.
• Draft, proofread, and send professional correspondence on behalf of the CEO.
• Manage incoming requests and provide timely responses, ensuring follow-up on critical matters.

Travel Management:

• Organize and book international and domestic travel arrangements, including flights, accommodations, and ground transportation.
• Prepare detailed itineraries and ensure all logistical requirements are addressed.
• Coordinate visa applications, travel documents, and expense reporting.

Meeting Preparation & Minutes:

• Prepare materials for meetings, including agendas, presentations, and reports.
• Attend meetings to take minutes, track action items, and follow up on deliverables.
• Coordinate follow-up with relevant stakeholders post-meetings.

Project Coordination:

• Assist the CEO in managing and tracking key projects and deliverables.
• Collaborate with department heads to gather information, updates, and reports for the CEO.

Confidential & Sensitive Information:

• Handle sensitive company information and maintain confidentiality at all times.
• Assist with high-level decision-making processes and ensure discretion with confidential matters.

Task Prioritization & Multitasking:

• Prioritize and manage multiple tasks simultaneously, ensuring the CEOs time is optimized.
• Proactively address issues and obstacles, ensuring smooth workflow and meeting tight deadlines.

Knowledge & Skills:

Time Management & Organization:

• Strong skills in managing time, deadlines, and priorities, both for oneself and the CEO.

Communication:

• Excellent verbal and written communication skills, with an ability to draft clear, concise emails and documents.

Tech Savvy:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Experience with calendar management software and expense reporting tools.

Attention to Detail:

• Meticulous about managing details, from scheduling to communications and document preparation.

Problem Solving:

• Ability to think critically and solve problems quickly, anticipating the needs of the CEO.

Confidentiality:

• Absolute discretion and integrity in handling sensitive and confidential information.

Attitude & Attributes:

1. Proactive: Able to anticipate the CEOs needs and act ahead without being prompted.
2. Efficient: High level of efficiency in task execution and time management.
3. Adaptable: Flexible to adapt to a constantly changing environment and schedule.
4. Confident: Ability to interact with senior leadership and external partners confidently.
5. Resourceful: Capable of finding creative solutions to issues, even under tight deadlines.