Personal Assistant to Chief Executive Officer

Job Description

<p><em>The purpose of this job is to</em> <em>provide administrative support which includes managing and organizing office activities, coordinating appointments and meetings, handling communications, maintaining records, and performing general clerical tasks. Serve as the first point of contact for internal and external stakeholders, for ensuring smooth communication and efficient operations within the CEO office.</em></p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Schedule and manage appointments, meetings, and events for the team or executive you are supporting, including coordinating calendars, making travel arrangements, and preparing necessary materials.</li><li>Assist with preparing and distributing meeting agendas, minutes, and other materials as needed.</li><li>Greet and assist visitors, ensuring a professional and welcoming environment.</li><li>Gather various information in coordination with all departments and prepare various analytical reports on demand.</li><li>Maintain regular monthly reports and compile them for submission to top management.</li><li>Prepare various presentations for the meetings.</li><li>Answer and direct phone calls, emails, and other communications, and respond to inquiries or forward them to the appropriate person.</li><li>Prepare and edit documents, memos, and correspondence, ensuring accuracy and consistency.</li><li>Maintain and organize office files, records, and documents, both in physical and electronic formats, and ensure they are easily accessible and up-to-date.</li><li>Perform general clerical tasks, such as photocopying, faxing, scanning, data entry, and filing.</li><li>Maintain confidentiality and handle sensitive information with discretion</li></ul><p><br></p><p><strong>Qualification &amp; Experience</strong></p><ul><li>Bachelor in business management preferably with certification in EPA or CES</li><li>Minimum of 5 years of experience in an executive secretary or administrative assistant role</li><li>Strong written and verbal communication skills</li><li>Excellent organizational skills and attention to detail</li><li>Ability to work independently and take initiative</li><li>Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)</li><li>Ability to handle multiple tasks and prioritize effectively</li></ul>