Executive Assistant

Purpose of job:

To support the CEO in the effective management of daily activities by handling administrative tasks, coordinating meetings and travel, and ensuring efficient communication and organization within the office.

Main Responsibilities:

1. Calendar Management:

• Proactively manage the CEO’s complex calendar, coordinating and scheduling appointments, meetings, and events.
• Prioritize and arrange meetings, ensuring all necessary materials and resources are prepared in advance.
• Anticipate and resolve scheduling conflicts, making necessary adjustments to accommodate changes in priorities and urgent requests.

2. Communication and Correspondence:

• Screen and prioritize incoming communications, including emails, phone calls, and mail, ensuring timely responses and appropriate follow-up.
• Prepare and draft professional correspondence, reports, presentations, and other documents as required by the CEO.
• Maintain strong communication channels with internal and external stakeholders, representing the CEO in a professional and courteous manner.

3. Travel and Logistics Management:

• Work with the administration and procurement team to coordinate complex travel arrangements, including flights, accommodations, ground transportation, and visa requirements for the CEO and accompanying staff.
• Prepare detailed itineraries and travel packs, ensuring all necessary documents, meeting materials, and resources are readily available.
• Manage expense reports, reimbursements, and financial documentation related to travel and other business expenditures.

4. Meeting Support:

• Organize and coordinate internal and external meetings, including board meetings, executive team meetings, and special events.
• Prepare meeting agendas, collate and distribute relevant materials, and ensure meeting rooms are properly set up with the necessary equipment.
• Take accurate meeting minutes, track action items, and follow up on outstanding tasks to ensure timely completion.

5. Information Management:

• Manage confidential and sensitive information with the utmost discretion, maintaining a high level of confidentiality at all times.
• Create and maintain electronic and physical filing systems, ensuring easy access and retrieval of documents.
• Conduct research, gather data, and provide comprehensive reports and analysis as required.

Qualifications:

• At least a Certificate in Business Administration, Secretarial Studies, or related field.
• Strong computer literacy: MS Office (Word, Excel, PowerPoint), email, calendar management.
• Good command of English and French (written and verbal)

Knowledge/ Skills/ Experience:

• At least 2 years of experience in a similar role.
• Exposure to high-level executive support will be an advantage (scheduling, correspondence, filing).
• Familiarity with office procedures, document preparation, and meeting coordination.
• Excellent organisational and time management skills