Executive Assistant to Chief Executive Officer

Job Description Executive Secretary

Main Objectives :

The Executive Secretary provides high-level administrative support to the CEO and other senior executives. This role requires excellent organizational skills,

a keen attention to detail, and the ability to handle sensitive and confidential information. The Executive Secretary will manage schedules, prepare reports, arrange meetings,

and perform various administrative tasks to ensure the smooth functioning of the executive office.

Key Result Areas :

1. Administrative Support:

- Manage and maintain executives schedules, including meetings, appointments, and travel arrangements.

- Prepare and edit correspondence, communications, presentations, and other documents.

- Handle incoming and outgoing communications, including emails, phone calls, and mail.

2. Meeting Coordination:

- Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.

- Arrange and manage logistics for board meetings, executive team meetings, and other events.

3. Documentation and Reporting:

- Prepare reports, memos, letters, and other documents, often requiring research and data compilation.

- Maintain accurate records and files, both physical and electronic, ensuring easy retrieval of information.

4. Travel Arrangements:

- Plan and coordinate travel itineraries, accommodations, and transportation for executives.

- Ensure all travel arrangements are cost-effective and align with company policies.

5. Confidentiality and Discretion:

- Handle sensitive information with the utmost confidentiality and discretion.

- Act as a gatekeeper, ensuring that only relevant communications reach executives.

6. Office Management:

- Monitor and manage office supplies and inventory.

- Liaise with internal staff at all levels and external clients and vendors to ensure smooth office operations.

7. Special Projects:

- Assist with special projects as needed, including research, event planning, and other ad hoc tasks.

- Provide support for various company initiatives and activities.

Qualifications for the position :

1. Education: Bachelor's degree in Business Administration, Communications, or a related field preferred.

2. Experience: Minimum of 3 years of experience in an executive assistant or similar role, preferably in a corporate setting.

3. Excellent verbal and written communication skills.

4. Strong organizational and time management skills.

5. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

6. Ability to multitask and prioritize effectively in a fast-paced environment.

7. High level of integrity and discretion in handling confidential information.

8. Professional demeanor and appearance.

9. Applicants should have a valid driver's license and be able to drive.