Roles and Responsibilities
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• Complete a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments, plan, coordinate and ensures the CEO’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to CEO’s time and office.
• Composing and preparing correspondence; monitors and responds to emails; research required information or background on organizations and individuals.
• Sets up meeting files, scheduling and calendaring meetings, sets meeting agendas, setting location, time, and appropriate duration, identifying, inviting and confirming participants, facility arrangements where required.
• Prepare travel arrangements, expense reports, and all items needed to ensure the CEOs successful focus on external relations and organizational growth.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Consult with the CEO in determining appropriate course of action, referral or response.
• Provide a bridge for clear communication and maintain credibility, trust and support between the office of the CEO and staff.
• Work closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities and follow-up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the internal and external environments and keep the CEO updated.
• Draft acknowledgement and thank you letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization. Prioritize conflicting needs; handle all matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Manage the CEO’s office ensuring the proper documentation and record keeping on behalf of the CEO.
• Filter general information, queries, phone calls and invitations to the CEO by redirecting or taking forward such contact as appropriate.
• Occasionally travelling with the CEO to take notes or dictation at meetings or to provide general assistance during business trips.
• Deputizing for the CEO, making decisions and delegating work to others in his absence.
• Ensure the CEO is fully briefed on, or prepared for engagements he is involved in.
• The job holder may be required to perform other ad-hoc tasks that may be deemed necessary.
Requirements
->• Minimum of 1-year relevant experience at senior level in a well-structured organization.
• Excellent written, verbal and non-verbal communication skills.
• Proficiency with applications such as word, Excel and PowerPoint.
• High understanding of Dignity and Diversity in the workplace.
• A good deal of common sense, etiquette and an ability to think on one’s feet.
• Excellent typing skills, speed and accuracy essential.
• Good computer literacy (MS Office, Excel, PowerPoint).
• Excellent organizational skills.
• Excellent communication skills, both verbal and written.
• Professional telephone manner.
• Proven ability to work under pressure and to meet tight deadlines.
• Bright, confident personality.
• Well presented.
• Highly personable.