Executive Assistant to CEO

The Executive Assistant to the CEO will provide high-level administrative support to the CEO, ensuring smooth day-to-day operations of the executive office. The ideal candidate has to be proactive, detail-oriented, and capable of managing multiple tasks with discretion and efficiency. This role is essential in optimizing the CEO’s time and enhancing the overall effectiveness of the leadership team.

Key Responsibilities:

• Manage and prioritize the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate internal and external meetings, ensuring all logistics are handled efficiently.
• Prepare meeting agendas, take minutes, and follow up on action items as needed.
• Handle sensitive and confidential information with utmost discretion.
• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Draft, review, and manage email correspondence on behalf of the CEO.
• Screen and prioritize phone calls, emails, and other communications.
• Assist in managing key projects, ensuring deadlines are met and progress is tracked.
• Prepare presentations, reports, and other documents for executive meetings and events.
• Conduct research and gather information as needed for decision-making purposes.
• Arrange complex travel itineraries, including flights, accommodations, and ground transportation.
• Ensure all travel plans are cost-effective and efficient.
• Prepare detailed travel agendas, and manage changes to schedules if necessary.
• Maintain relationships with external clients, board members, and key stakeholders.
• Organize and coordinate events, conferences, and meetings with high-level executives.
• Manage the CEO’s office environment to ensure it is functional and organized.
• Assist with general office tasks such as filing, ordering supplies, and maintaining an organized filing system.
• Organize and coordinate executive team meetings, off-sites, and corporate events.
• Plan team-building activities and other internal events as required.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, or a related field is preferred.
• Minimum of 5 years of experience as an Executive Assistant, ideally supporting C-level executives.
• Experience in a fast-paced corporate environment is highly desirable.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to multitask, prioritize, and manage time effectively.
• Strong problem-solving skills and the ability to adapt to changing circumstances.
• Excellent interpersonal skills and the ability to build relationships with stakeholders at all levels.

Working Conditions:

• The role may require occasional overtime to meet deadlines or support the CEO’s activities.
• Occasional travel may be required.