Executive Secretary To CEO

Experience Required:

Over 5 years

Job Categories:

Administration

Operations/Management

Skills And Tools:

Administration

Office management

Executive Assistant

Job Description

Provide high-level administrative support to the Chairman by managing daily operations, facilitating communication, and ensuring the efficient execution of tasks. This role involves coordinating schedules, preparing reports, handling confidential information, and acting as a liaison between the Chairman and internal/external stakeholders. The Executive Secretary ensures that the Chairman's time is effectively managed, enabling them to focus on strategic initiatives and leadership responsibilities.

· Calendar Management:

Organise and manage the Chairman's calendar, scheduling meetings, appointments, and events, ensuring there are no conflicts and that time is optimised effectively.

Coordinate and prioritise meeting requests, and prepare the Chairman with necessary materials in advance.

· Communication Facilitation:

Act as the primary point of contact for the Chairman, handling incoming and outgoing communications, including emails, phone calls, and correspondence.

Screen and prioritise communications, redirecting them as appropriate and ensuring the Chairman is informed of urgent matters.

· Meeting Coordination:

Organise and coordinate meetings, including preparing agendas, distributing relevant documents, and taking minutes.

Ensure follow-up on action items from meetings, keeping track of deadlines and progress.

· Travel Arrangements:

Arrange domestic and international travel for the Chairman, including booking flights, accommodations, and ground transportation.

Prepare detailed travel itineraries and manage any changes or issues that arise during travel.

· Document Preparation and Management:

Prepare, proofread, and edit reports, presentations, speeches, and other documents for the Chairman.

Maintain and organise both digital and physical files, ensuring that all important documents are easily accessible.

· Confidential Information Handling:

Manage confidential and sensitive information with the utmost discretion and integrity.

Ensure that all sensitive documents and communications are securely handled and stored.

· Liaison Role:

Act as a liaison between the Chairman and other executives, employees, clients, and external stakeholders, fostering clear and efficient communication.

Represent the Chairman in meetings or events when necessary.

· Project Support:

Assist the Chairman in managing special projects, including conducting research, preparing reports, and coordinating with other departments.

Track project progress and provide regular updates to the Chairman.

· Event Coordination:

Plan and coordinate company events, meetings, and conferences, handling all logistics and ensuring smooth execution.

Liaise with vendors, venues, and participants to ensure all aspects of events are managed effectively.

· Office Management:

Oversee the day-to-day operations of the Chairman's office, including maintaining supplies, equipment, and ensuring a professional and organised environment.

Handle administrative tasks such as expense reports, reimbursements, and invoice processing.

· Decision Support:

Provide the Chairman with accurate and timely information to support decision-making processes.

Assist in gathering and analysing data for strategic initiatives and company performance reviews.

· Relationship Management:

Maintain positive relationships with key stakeholders, including board members, clients, and business partners.

Facilitate the Chairman's networking efforts by managing contacts and scheduling meetings.

· Time Management:

Ensure that the Chairman’s time is managed effectively, balancing strategic initiatives with operational demands.

Anticipate needs and prepare in advance to ensure smooth daily operations.

· Problem-Solving:

Address and resolve any issues or challenges that arise