bayt.com
Job Description
Key Responsibilities
- Schedule meetings, appointments, and conference calls for the CEO.
- Coordinate and manage the CEO’s daily schedule, ensuring efficient use of their time.
- Set reminders and send notifications about upcoming meetings and important events.
- Monitor and manage the CEO’s email inbox, drafting responses or redirecting messages to appropriate staff members.
- Prioritize and filter incoming communications to ensure the CEO’s attention is focused on critical matters.
- Arrange all travel logistics for the CEO, including flights, accommodations, transportation, and itineraries.
- Ensure travel plans align with the CEO’s schedule and preferences.
- Meeting Preparation
- Gather necessary documents and materials for meetings, ensuring the CEO is well-prepared.
- Take meeting notes, record action items, and follow up on action items as needed.
- Organize and maintain files, records, and documents, both physical and digital.
- Research and compile data, reports, and briefings as requested by the CEO.
- Gatekeeping
- Screen and filter incoming requests, visitors, and phone calls for the CEO.
- Act as a buffer, ensuring that only essential matters are brought to the CEO’s attention.
- Handle sensitive and confidential information with discretion and professionalism.
- Maintain the highest level of confidentiality regarding the CEO’s business and personal matters.
- Assist with special projects and initiatives as assigned by the CEO.
- Coordinate cross-functional teams and track project progress.
- Serve as a liaison between the CEO and other executives, employees, and external stakeholders.
- Ensure that messages and information flow smoothly between the CEO and the rest of the organization.
- Oversee the day-to-day operation of the CEO’s office, including office supplies, equipment, and maintenance.
- Manage expenses, budgets, and financial records related to the CEO’s office.
- Organize and coordinate events, conferences, and meetings hosted or attended by the CEO.
- Stay up-to-date with industry trends, technologies, and best practices to enhance efficiency and effectiveness in supporting the CEO.
Skills
- A bachelor’s degree in business administration, management, or a related field.
- Prior experience in an administrative or executive assistant role (min. 3 years).
- Experience working with high-level executives or in a fast-paced corporate environment can be an advantage.
- Proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required.
- Familiarity with calendar and email management tools, as well as virtual meeting platforms.
- Strong written and verbal communication skills are essential, including the ability to draft emails, reports, and documents with precision and professionalism.
- Proficiency in English is essential for effective communication within our organization and with our English-speaking partners and clients.
- Proficiency in an additional language is highly advantageous.
- Ability to work on site/ remotely.