Personal Assistant & Office Manager

Perform various secretarial work and provide CEO with day-to-day full administrative support and manage the CEO Office environment. 

The duties include:

• Manage, coordinate and maintain calendar of CEO including appointments, meetings and travel.
• Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Responsible for organizing of internal and external meetings on behalf of the CEO ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Provide executive and administrative support to CEO.
• Responsible for organizing CEO travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses.
• Monitor and respond to incoming communications (including complaints) to CEO’s office including phone calls, emails and walk ins, ensuring correct department distribution.
• Communicates directly, and on behalf of the CEO, with Board members, staff, and others, on matters related to CEO’s programmatic initiatives.
• Drafting and writing high quality reports and presentations, as required by the CEO.
• Communicate meeting reminders and board reports with relevant Board and Committee members including their Assistants.
• Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Provides support to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.