wuzzuf.com
Job Description :
Calendar management:* Not as in scheduling time, more as in making sure that everyone meeting with you is well prepped. Proper agenda, the purpose of the meeting (working session versus decisions), presentation content (insights versus data), and so on. EA should be responsible that any meeting on your calendar becomes as effective as possible.Action items master planning:* Holding a master plan of major actions needs follow-up from one meeting to the other to make sure they are being taken care of. Usually a weekly check-in with you on this entire master plan to make sure things are moving in the right directionStory lining board/ external presentations:* Self-explanatory, you need someone that can translate your thoughts into a decent story lined presentationResourceful and is a good researcher:* In many cases being outside of the industry we need to depend on a bunch of external resources to know left from right (friends, google, access to industry experts, etc…). You might want in some cases to learn about a specific topic, and your EA should be responsible to compile some content to help you get a decent idea and go in-depth if needed.Administration: Provides/guides office staff to provide secretarial and administrative service to the CEO including:Complete diary correspondence management (internal & external) in the CEO’s office.Preparing and editing presentations, and arranging relevant collateral prior to meetings/events.Correspond and follow up on requests/emails/projects to /from the executive team.Providing executive support to other Directors as delegated by the CEO.Recording minutes of meetings and following up on the action plans.Ensure the office runs efficiently and the office equipment is maintained and all records, approvals for the CEO are up to date.Develop an appropriate filing system.Managing expense claims, purchase requisitions, business travel arrangements, etc.Ensure compliance as per corporate legislation and governance.Supervising the office information system, quality assurance, and document content management.Manages the process of maintaining the calendar of important dates for the CEO and ensures that complete and updated information is available for all matters.Design, organize and implement appropriate document management systems to ensure that records are always up-to-date and accessible.Support the onboarding agenda with HR for the CEO’s direct reports.Coordination: direct and coordinate all travel logistics for the CEO:Accommodation, itineraries or venues for CEO and staff/guests, transportation, venue booking, and visa assistance.assistance in preparing for meetings with research, and briefs, and providing documentation and reports. Including previous minutes and updated action plans if required.Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.Other Responsibilities:Place the monthly orders through the PRF system for the items required for the CEO’s OfficeDevelop seamless systems to make the CEO’s job easierMonitor the CEO’s email and follow up with the ongoing communication required for follow up with actionsFosters a working environment that promotes a high level of professionalism, responsibility, and dedication to LIGHTHOUSE goals.Embrace and encourage excellent standards according to LIGHTHOUSE core values. And ensure policies and procedures are followed at all times.Initiate effort and energy beyond the typical work day, well represent the CEO when required.Perform any other duties referred by the CEO.Be an outstanding team player to accomplish organizational goals. Support the CEO on projects and generate MIS reports.Communicate with partners, clients, guests, and Board.Train new employees in unfamiliar administrative procedures to be used in the CEO’s office.Treat visitors internally and externally with customer care.Ensure the LIGHTHOUSE policies, procedures, and code of conduct are followed at all times.Attend staff meetings and serve on committees as required.Perform other duties as requested by direct and dotted reporting line managers/supervisors.Ensure the LIGHTHOUSE policies, procedures, and codes of conduct are followed at all times.Initiate effort and energy beyond the typical work day, where the tasks require additional commitment.
Job Requirements :
A degree holder with 3-5 years’ experience in a similar capacity.Be able to make effect decisions proactively with good use of judgement. Process oriented, with experience of process design is required.Ability to build relationships without providing any confidential informationSkilled communicator with the ability to influence key stakeholders.Ability to develop working relationships with employees at all levels including key stakeholders while maintaining confidentialityStrong experience with work, excel and power point and presentation skills. Excellent interpersonal communication and relationship building skills Must have organizational and multi-tasking experience working in a similar role.