Executive Assistant

Job description

**ABOUT THE ROLE** We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to the CEO. This role is pivotal in ensuring the efficient functioning of the Executive Office by managing schedules, coordinating meetings, handling confidential information, facilitating communication, and driving timely execution of key priorities. The ideal candidate is resourceful, discreet, and thrives in a fast-paced, high-growth environment. **Executive Scheduling & Coordination** - Manage the CEO's calendar, appointments, meetings, and daily schedule. - Coordinate internal and external meetings, ensuring all logistics are in place. - Schedule conference calls, video meetings, and business reviews. - Remind the CEO of upcoming meetings, deadlines, and commitment **Administrative Support** - Handle correspondence, emails, phone calls, and document management on behalf of the CEO. - Draft letters, meeting minutes, reports, and presentations as required. - Maintain confidential files, records, and important business documents. - Organize and maintain an efficient filing system, both physical and digital. **Travel & Logistics** - Arrange domestic and international travel, including flights, hotels, visas, and local transportation. - Prepare detailed travel itineraries and ensure all travel-related documentation is in place. - Coordinate accommodation and logistics for visitors and business partners. **Meeting Management** - Prepare meeting agendas and circulate relevant documents. - Take minutes during meetings and track action items. - Follow up with departments to ensure timely completion of assigned tasks. - Coordinate leadership meetings, board meetings, and executive reviews. **Communication & Stakeholder Coordination** - Act as the first point of contact for the CEO's office. - Coordinate with internal departments, clients, vendors, and external stakeholders. - Screen calls and visitors while prioritizing requests appropriately. - Maintain professionalism and confidentiality in all interactions. **Office Administration** - Manage office supplies and administrative requirements for the CEO's office. - Process expense claims, invoices, and reimbursements. - Support event planning, leadership visits, and company functions as required. - Ensure smooth day-to-day operations of the Executive Office. **Qualifications & Experience:** - 3–8 years of experience as a Secretary, Executive Secretary, or Administrative Assistant supporting senior leadership. - Experience supporting CXOs or Directors will be preferred. **Education** - Bachelor's degree in any discipline. - Secretarial or Administrative certification is an added advantage. **Why This Role Matters** The Executive Assistant to the CEO plays a critical role in enabling the CEO to operate at maximum effectiveness. By managing priorities, streamlining communication, coordinating with internal and external stakeholders, and ensuring seamless execution of key initiatives, this role creates the bandwidth for the CEO to focus on strategic decision-making and business growth. As a trusted partner to the CEO, the Executive Assistant serves as the backbone of the Executive Office, ensuring efficiency, confidentiality, and operational excellence in a fast-paced, high-growth environment.