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Job Description
Calendar and Schedule Management:
- Manage the CEO's calendar, scheduling and prioritizing appointments, meetings, and events.
- Coordinate and arrange internal and external meetings, ensuring all necessary logistics are in place.
- Proactively manage the CEO's time, identifying and resolving scheduling conflicts.
Travel and Accommodation Coordination:
- Make travel arrangements, including booking flights, hotels, transportation, and visas.
- Prepare itineraries and ensure all travel-related documents are in order.
- Anticipate and address any potential travel disruptions or changes.
Communication and Correspondence:
- Screen and prioritize incoming calls, emails, and other forms of communication for the CEO.
- Draft, review, and edit correspondence, presentations, reports, and other documents on behalf of the CEO.
- Maintain confidentiality of sensitive information and exercise discretion in handling communications.
Meeting Coordination and Support:
- Prepare meeting agendas, materials, and presentations.
- Attend meetings, take minutes, and distribute relevant documents.
- Follow up on action items and ensure timely completion.
Information Management:
- Organize and maintain physical and electronic files, documents, and records.
- Conduct research, collect data, and prepare reports as requested by the CEO.
- Stay updated on industry trends, market developments, and relevant news.
Relationship Management:
- Act as a liaison between the CEO and internal/external stakeholders.
- Build and maintain relationships with key contacts, including board members, executives, clients, and partners.
- Coordinate and prepare materials for board meetings and other high-level engagements.
Miscellaneous Administrative Support:
- Process expense reports and handle financial transactions on behalf of the CEO.
- Provide administrative support for special projects, presentations, and events.
- Perform general administrative tasks, such as filing, photocopying, and managing office supplies.
Job Requirements
- Proven experience as an executive assistant or personal assistant to senior management.
- Excellent organizational and time management skills with the ability to multitask and prioritize effectively.
- Strong written and verbal communication skills, with exceptional attention to detail.
- Proficiency in using office productivity tools (e.g., Microsoft Office suite, calendar management software).
- Ability to handle confidential information with utmost discretion and maintain a high level of professionalism.
- Exceptional interpersonal skills and the ability to work effectively with diverse individuals and teams.
- Flexibility to adapt to changing priorities and work under pressure.
- Knowledge of the industry or business sector is a plus.
- Bachelor's degree or equivalent experience - Applied Arts will be preferred.
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