CEO Personal Assistant

Job Description

Description:

• This position is responsible for managing administrative duties for the Chairman of the Board as well as handling sensitive assignments that include highly confidential information.
• Provide critical information connection between the Chairman and internal and external customers to result in high quality and timely delivery of service.
• Diary management and administration • Manage diary; understanding the importance of key meetings, building flexibility into the diary and anticipating needs
• To organise external visits, meetings and speaking engagements and coordinate briefing and material, and make travel and accommodation arrangements to ensure budget and time management pressures are met.
• Prepare letters, reports and other documents • Screen incoming telephone calls; direct them appropriately
• Review incoming correspondence, distribute and respond accordingly.
• Follow up where necessary
• Manage and organised administration
• Prepare documentation such as agendas and figures for meetings/ presentations and co-ordinate any project work
• Ensure correct briefing notes or papers for meetings
• Note take in meetings as and when required
• Create and maintain filling systems
• Make and coordinate travel arrangements in line with Company policy
• Ensure stationery supplies are maintained
• Provide support for all other administrative tasks as directed • Maintain the organisational charts for areas of responsibility
• Process expenses within Company guidelines / time-frames for the Chairman’s office • Attending to meetings in place of the Chairman if necessary
• Remember deadlines and prompt where necessary Communication
• Communicate clearly, confidently and in a professional manner at all levels both internally and externally
• Deal with all inquiries and requests promptly only escalating when necessary
• Uses initiative to solve problems without the need to escalate
• Build and maintain strong working relationships with key contacts
• Convey a professional image at all times, exercising tact and diplomacy in handling a range of situations of differing content and complexity
• Handle sensitive information with the highest level of discretion and confidentiality Qualifications: