Job Overview:

Our client is seeking an Executive Assistant to the CEO who will provide high-level administrative support to the CEO and play a critical role in ensuring the smooth and efficient operation of the Executive Office. This position requires a professional with strong business acumen, exceptional organizational skills, and the ability to anticipate the needs of the CEO and the organization. The ideal candidate will have a solid background in business, with experience in supporting C-level executives and contributing to strategic initiatives.

Duties and Responsibilities:

a)Strategic Support

• This involves strategic planning of the CEO’s agenda and effective management of his emails and overall correspondence.
• Assist in conducting research, gathering data, and preparing accurate reports as required by the CEO and other members of the Senior Management Team.
• Support the CEO in corporate governance activities, including preparing board materials and coordinating with the relevant stakeholders.
• Serve as a liaison between the CEO and internal/external stakeholders, ensuring clear and timely communication.

b)Administrative Support

• Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare, review, and edit documents, reports, and presentations for the CEO.
• Screen and prioritize incoming communications, including emails, phone calls, and correspondence, and handle or redirect as appropriate.
• Coordinate executive meetings, including preparing agendas, taking minutes with a high level of accuracy and following up on action items.
• Prepare the management meeting template every Tuesday and send a reminder to the management team to fill out the management meeting template by 1 pm every Friday.
• Oversee the day-to-day operations of the Executive Office, ensuring an organized and efficient environment.

c)Travel Logistics

• Plan, coordinate, and manage all aspects of domestic and international travel for the CEO and other colleagues or business partners as required including flights, accommodation, ground transportation, and itineraries.
• Ensure that all travel arrangements are cost-effective, time-efficient, and aligned with the CEO’s preferences and schedule.
• Prepare detailed travel itineraries and provide the CEO with all necessary documentation, including visas, passports, and meeting materials in a timely manner.
• Anticipate and resolve any travel-related issues, including changes to schedules or accommodations, in a proactive and efficient manner.
• Maintain accurate records of travel expenses and ensure timely submission of expense reports.

d)Learning & Development

• Continuously strive to develop your knowledge and skills further.
• Engage proactively with colleagues in your team and cross-functionally to improve and enhance efficiency.
• Perform any additional duties related to the above-mentioned duties and responsibilities that CEO or HR Manager may assign you.

Key Performance Indicators Include

a)Task completion rate

• KPI: Completion of assigned tasks in the correct order of priority
• Measurement: Completion rate of projects within the established deadlines and the quality of the outcomes as evaluated by the CEO.

b)Calendar and schedule management

• KPI: Efficiency in scheduling meetings and appointments without conflicts or last-minute changes.
• Measurement: Number of scheduling conflicts, rescheduled meetings, and on-time meeting starts.

c)Accuracy and timeliness of minute, reports and relevant documentation

• KPI: Accurate and timely submission of minutes, reports, presentations, and any other required documentation to the CEO and other relevant stakeholders.
• Measurement: Feedback from the CEO and stakeholders on the accuracy, quality, and timeliness of prepared materials.

d)Travel logistics management

• KPI: Seamless coordination of travel arrangements with no significant disruptions or additional costs.
• Measurement: Number of travel issues (e.g., missed flights, incorrect bookings) and the ability to resolve travel-related problems efficiently.

e)Confidentiality and information security

• KPI: Adherence to confidentiality protocols, with zero breaches of sensitive information.
• Measurement: Occurrence of confidentiality breaches or mishandling of sensitive information.

Key Skills and Competencies:

a)Business Acumen

• Ability to understand and contribute to the company’s strategic goals and the capability to translate business insights into actionable recommendations for the CEO.

b)Advanced Organizational Skills

• Exceptional ability to manage and prioritize multiple tasks, projects, and schedules with precision.
• Expertise in maintaining an organized, efficient office environment, ensuring that all details are handled with accuracy.

c)Exceptional Communication Skills

• Proficiency in crafting clear, concise, and persuasive communications, both written and verbal.
• Skilled in managing the flow of information between the CEO and internal/external stakeholders, ensuring alignment and clarity.

d)Proactive Problem-Solving

• Strong critical thinking and problem-solving skills, with the ability to anticipate potential issues and address them proactively.
• Resourceful in finding solutions and navigating complex situations to support the CEO effectively.

e)Confidentiality and Discretion

• Demonstrated ability to handle sensitive information with the highest level of confidentiality and professionalism.
• Ability to manage confidential business matters and maintain the integrity of the Executive Office.

Minimum Qualifications:

• Bachelor’s degree in business administration, management, or a related field.
• 3-5 years of experience as an Executive Assistant, with at least 3 years supporting C-level executives.
• Experience in corporate governance and working with boards of directors is a plus.
• In-depth understanding of business operations and key business functions.