CEO Secretary

Key responsibilities

• Manage the CEO's schedule by coordinating meetings, appointments, and travel arrangements.
• Screen and direct phone calls and emails, providing appropriate responses or forwarding communications as necessary.
• Prepare and edit correspondence, communications, presentations, and other documents on behalf of the CEO.
• Coordinate and facilitate executive meetings, including preparing agendas, recording minutes, and ensuring follow-up on action items.
• Maintain confidentiality and handle sensitive information with absolute discretion and professionalism.
• Conduct research and compile data to assist the CEO in decision-making and strategic planning.
• Serve as the liaison between the CEO and internal departments, external partners, and clients.
• Assist in the preparation of reports, presentations, and proposals for the CEO's review and approval.
• Manage and prioritize incoming requests, resolving issues and conflicts proactively.
• Organize and maintain the CEO's office systems, including physical and electronic filing, record-keeping, and document management.
• Act as a point of contact for the CEO's direct reports, facilitating communication and coordination as needed.
• Coordinate special projects and initiatives as assigned by the CEO, ensuring timely completion and effective implementation.
• Support the CEO in maintaining a pulse on company operations, employee engagement, and leadership initiatives.
• Represent the CEO in a professional manner, both internally and externally, fostering positive relationships and promoting the organization's vision and values.
• Provide administrative support by handling expenses, preparing reports, and performing other ad-hoc tasks as required.

Required Qualifications

• Bachelor's degree in Business Administration, Communications, or related field; Master's degree preferred.
• Proven experience as an executive assistant, administrative assistant, or similar role supporting C-level executives.
• Exceptional written and verbal communication skills, with the ability to interact confidently at all levels of the organization.
• Strong organizational and multitasking abilities, with a keen eye for detail and accuracy.
• Proficiency in MS Office, including advanced knowledge of Word, Excel, and PowerPoint.
• Demonstrated ability to maintain confidentiality and handle sensitive information with integrity and discretion.
• Excellent time management and prioritization skills, with the ability to meet tight deadlines and manage competing demands effectively.
• Adaptability and flexibility in a fast-paced, dynamic work environment, with a proactive and solutions-oriented mindset.
• Ability to anticipate needs and take initiative, with a strong sense of ownership and accountability for tasks and projects.
• Knowledge of office management systems and procedures, as well as a high level of comfort with technology and digital tools.
• Professional demeanor, with the ability to represent the CEO and the organization in a polished and articulate manner.
• Proven track record of successful project management and coordination of complex initiatives.
• Experience in conducting research, analyzing data, and summarizing findings for executive review.
• Understanding of corporate governance, board processes, and executive-level decision-making principles.
• Certification in administrative or office management would be an advantage.