Responsibilities:

• Executive Administrative Support
• Manage and maintain the CEO’s calendar, including scheduling appointments, meetings, and travel.
• Prioritize and handle all incoming and outgoing communications (emails, calls, correspondence) on behalf of the CEO.
• Organize and prepare materials for meetings, presentations, and conferences.
• Draft, proofread, and edit letters, reports, memoranda, and other documents for the CEO.
• Maintain and organize physical and digital filing systems for executive documents and records.
• Communication and Coordination
• Serve as the first point of contact for individuals seeking to communicate with the CEO.
• Coordinate with internal departments, clients, suppliers, and business partners as directed by the CEO.
• Relay directives, instructions, and assignments from the CEO to appropriate parties and follow up on progress.
• Handle confidential information with integrity and ensure its security at all times.
• Meeting Management
• Schedule, coordinate, and prepare agendas for executive and board meetings.
• Record, transcribe, and distribute minutes of meetings as required.
• Track and follow up on action items and deadlines discussed in meetings.
• Travel and Event Planning
• Arrange complex travel itineraries, accommodations, and transportation for the CEO.
• Plan and coordinate company events, business luncheons, and client meetings as needed.
• Prepare detailed travel reports and expense documentation for reimbursements.
• Project Assistance and Research
• Assist the CEO with special projects, reports, presentations, and initiatives as assigned.
• Conduct basic research, data gathering, and report summarization to aid decision making.
• Track project deadlines and coordinate inputs from multiple departments to ensure timely delivery.
• Office and Executive Affairs Management
• Maintain inventory and request office supplies and equipment for the executive office.
• Ensure the executive office environment is organized, professional, and ready to receive visitors.
• Monitor and renew subscriptions, licenses, memberships, and company registrations related to executive activities.

Skills and Competencies:

• Excellent written and verbal communication skills.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and office productivity tools.
• Strong organizational and time management skills.
• High level of professionalism and discretion.
• Ability to multitask and work independently with minimal supervision.
• Keen attention to detail and accuracy.
• Strong interpersonal skills and a proactive attitude.

Working Conditions:

• Standard office hours, with occasional extended hours depending on workload or CEO requirements.
• May be required to travel occasionally with or on behalf of the CEO.

Performance Indicators:

• Timely and accurate management of the CEO’s calendar and communications.
• Quality and completeness of documentation and reports.
• Efficiency in handling tasks and meeting deadlines.
• Level of professionalism and confidentiality maintained.
• CEO satisfaction and smooth office operations.