Job Description: Executive Assistant to CEO
Position Overview: The Executive Assistant (EA) to the CEO provides high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions. This role requires exceptional organizational, time management, and interpersonal skills, as well as the ability to manage multiple priorities and anticipate the CEO’s needs.
Key Responsibilities:
Calendar and Meeting Management:
- Manage the CEO’s calendar, schedule appointments, and coordinate meetings.
- Ensure all necessary preparations (agendas, materials, briefings) are in place for meetings.
- Organize and prioritize external and internal meetings, including executive-level engagements.
- Arrange travel itineraries and logistics, ensuring efficient use of time.
Communication and Correspondence:
- Act as the point of contact between the CEO and internal/external stakeholders.
- Screen and prioritize incoming communications, including emails, phone calls, and requests.
- Draft and manage correspondence on behalf of the CEO.
- Prepare meeting notes, summaries, and follow-up action plans.
Project Management:
- Assist the CEO in managing key projects, ensuring deadlines are met.
- Collaborate with internal teams to gather data, reports, and presentations.
- Track progress on key strategic initiatives and provide updates to the CEO.
Documentation and Reporting:
- Prepare presentations, reports, and documents for the CEO using Excel, PowerPoint, and other tools.
- Assist with preparing financial documents, budgets, and project status reports.
- Manage and maintain confidential files, records, and databases.
Stakeholder Management:
- Develop and maintain relationships with key stakeholders (board members, investors, clients).
- Represent the CEO in professional interactions, ensuring smooth communication.
Travel and Event Coordination:
- Coordinate the CEO’s domestic and international travel arrangements.
- Handle travel-related documentation, itineraries, and expense reports.
- Plan and execute corporate events, meetings, and conferences.
Required Skills and Qualifications:
Education and Experience:
- Bachelor’s degree in Business Administration or related field.
- Minimum of 3+ years of experience as an Executive Assistant, preferably in a corporate environment.
- Experience working with C-level executives is highly desirable.
Technical Skills:
- Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).
- Experience with project management software (e.g., Trello, Asana) is a plus.
- Familiarity with HRMS or other business management software.
Key Competencies:
- Excellent written and verbal communication skills.
- Strong organizational and multitasking abilities.
- High attention to detail and the ability to manage sensitive information with discretion.
- Problem-solving skills and a proactive approach to handling tasks.
Personal Attributes:
- Strong work ethic, reliability, and a high degree of professionalism.
- Ability to work independently with minimal supervision.
- Flexibility and adaptability in a fast-paced, dynamic work environment
