Job Description
Provides high-level administrative and secretarial support to the CEO, ensuring the efficient and smooth operation of the CEO's office. This role requires a highly organized, proactive, and discreet individual with exceptional communication and interpersonal skills.
Key Responsibilities:
1. Organizational and Time Management:
- Calendar Management:Proactively manage the CEO's complex schedule, including appointments, meetings, travel arrangements, and deadlines.
- Coordinate internal and external meetings, including scheduling conference calls, video conferences, and in-person meetings.
- Ensure timely and accurate scheduling and rescheduling of appointments.
- Travel Arrangements:Book and arrange all domestic and international travel, including flights, accommodations, transportation, and visas.
- Prepare travel itineraries and expense reports.
- Prioritization and Workflow:Prioritize and manage incoming correspondence, including emails, phone calls, and mail.
- Effectively manage competing demands and deadlines.
- Anticipate the CEO's needs and proactively address potential issues.
2. Communication & Interpersonal Skills:
- Communication:Communicate effectively and professionally, both verbally and in writing, with internal and external stakeholders, including senior executives, board members, clients, and vendors.
- Draft and proofread confidential documents, including presentations, reports, letters, and memos.
- Maintain accurate and confidential records.
- Interpersonal Skills:Build and maintain strong relationships with colleagues, clients, and other stakeholders.
- Exercise discretion and maintain confidentiality at all times.
- Demonstrate diplomacy and tact in all interactions.
- Be a strong team player and contribute positively to the overall success of the CEO's office.
3. Proficiency in Technology:
- Software Proficiency:Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Experience with CRM systems, project management tools, and video conferencing platforms preferred.
- Technical Skills:Strong technical skills, including proficiency in email, calendaring, and other office technologies.
- Ability to quickly learn and adapt to new technologies.
- Excellent research and information-gathering skills.
