Job description
Provides administrative support at an executive level to the CEO. Handling office-management duties, making travel arrangements, handling calendar events, organizing reports and documents, answering phone calls, setting up meetings, screening visitors, scheduling; reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that help the CEO perform her duties effectively, and similar duties.
Job Responsibilities

Providing high-quality support to the CEO.
Managing and ensuring the smooth running of the CEO’s affairs such as organizing, scheduling, and maintaining information in an efficient way.
Managing the schedules to enhance effective time management and coordinates activities, prioritizes appointments and reschedules where necessary.
Managing, prioritizing, screening, and monitoring the CEO correspondence, including calls, emails, post, and fax to ensure they are dealt with appropriately.
Collecting and researching information on assigned matters.
Producing reports and statistical analyses as per the request of the manager.
Acting as the point of contact among executives, employees, clients and other external partners.
Managing information flow in a timely and accurate manner.
Managing executives’ calendars and set up meetings.
Making travel and accommodation arrangements.
Organizing and maintaining the office filing system.
Using analytical techniques in Excel to generate reports and perform analysis to provide insight into key decisions on price, cost, and return on investment.
Automating reporting where possible to ensure up to the minute information is available across the business.
Updates job knowledge by participating in educational opportunities; reading professional publications.
Perform administrative duties and functions requiring confidentiality, initiative, and sound decisionmaking.
Plan, schedule and coordinate meetings and all associated logistics, department and off-site meetings, external group other events.
Coordinate travel arrangements for the Executives and process expense reports.
Prepare agendas, make copies, set up room, coordinate with speakers, take, and type notes, order/pick up/layout refreshments, etc.
Maintain confidentiality of all appropriate communications and documentation.
Provide administrative assistance for the office to include filing, scanning, drafting letters, data entry and other misc. duties.
Assist with preparing and processing reports
Establish hard copy and electronic files as required
Additional duties as assigned

Qualifications

The ideal candidate possesses a B.Sc. in a relevant field
Preferred Experience: 3+ or more year’s relevant administrative experience in an executive support/role at a high corporate level.
Prioritizes tasks and meets deadlines with minimal supervision. Strong problem-solving.
Independently explores and learns about the company, the role and how to get things done in a complex environment.
Strong team player. Collaborates well with other staff. Willing to chip in and help in other areas.
Experience and skill creating and organizing presentations and reporting for executive audience. Interviewing Skills, Professionalism, Organization, Teamwork.
Excellent organizational and planning skills with attention to detail.
Strong organizational and time management skills to stay on top of time sensitive projects and urgent requests, requiring a high level of flexibility and ability to execute quickly.
Thinks ahead, minimizing potential problems. Proactive in identifying areas to improve.
Effective verbal and written communication skills.
Communicates openly and directly. Adjusts communication to level of audience. Responds professionally.
Ability to handle highly confidential and technical material.
Ability to work efficiently and handle multiple projects and tasks concurrently, in a fast-paced environment.
Takes initiative to learn new systems and stay current in area of expertise.
Knowledge of general office procedures (e.g., filing, correspondence, scheduling, expenses, calendar)
Willingness and ability to provide excellent service to our managers and staff.

Competencies

Proficient PC skills to include Microsoft applications (Outlook, Excel, PowerPoint, Word, and other
business enterprise systems).
Ability to work with High Speed and Accuracy

Qualities

hardworking
⁠trustworthy
⁠ability to learn
⁠work under pressure
⁠broad and transferrable knowledge