CEO - Office Manager

Administrative Support:

• Provide comprehensive administrative support to the CEO, including managing calendars, scheduling meetings, and handling correspondence.

• Prepare and distribute agendas, presentations, and meeting materials for CEO meetings and appointments.

Communication and Liaison:

•Act as the primary liaison for internal and external stakeholders contacting the CEO's office, maintaining professionalism and discretion at all times..

•Manage incoming calls, emails, and other communications, prioritizing and responding to inquiries as appropriate.

Office Management:

•Oversee the day-to-day operations of the CEO's office, including maintaining office supplies, equipment, and facilities.

•Coordinate with relevant departments to ensure the CEO's office is equipped with necessary resources and technology.

Travel Arrangements:

•Facilitate seamless domestic and international travel arrangements for the CEO, encompassing flight bookings, accommodations, and ground transportation.

•Prepare detailed itineraries and travel packets, ensuring smooth travel experiences for the CEO.

Confidentiality and Discretion:

•Handle sensitive and confidential information with the utmost discretion and professionalism, maintaining strict confidentiality regarding executive decisions and personnel matters.

•Maintain confidentiality regarding executive decisions, personnel matters, and other privileged information.

Meeting Coordination and Follow-Up:

•Schedule and coordinate meetings, conferences, and events on behalf of the CEO, optimizing efficiency and productivity.

•Record meeting minutes, track action items, and follow up on outstanding tasks to ensure timely completion.

Special Projects and Initiatives:

•Assist the CEO in planning and executing special projects, initiatives, and strategic initiatives as assigned, demonstrating initiative and attention to detail.

•Conduct research, prepare reports, and contribute to the development of presentations and proposals as needed.

Requirements

Education & Certification:

• Bachelor's degree in Business Administration, Management, or a related field preferred.

Experience:

• Proven experience as an Executive Assistant, Office Manager, or similar role supporting C-suite executives.

• Expertise in Task Management systems & applications: Maximo, Agility, Trello & Axiom Worx

Other:

• Excellent organizational and multitasking skills, with the ability to prioritize tasks and manage time effectively.

• Strong communication and interpersonal abilities, with a professional and diplomatic demeanour.

• Proficiency in office software and applications, including MS Office Suite and calendar management tools.

• Ability to maintain confidentiality, exercise discretion, and handle sensitive information with integrity.

• Strong problem-solving skills and attention to detail, with a proactive and resourceful approach to tasks.