Job Description

JOB OBJECTIVE
To provide top-tier administrative and comprehensive support to the CEO by managing communications, organize schedules, and ensure the CEO’s day-to-day operations are seamless and his time is used effectively.
To serve as a trusted gatekeeper and liaison between the CEO and internal/external stakeholders, requiring high discretion, exceptional organizational skills and the ability to work in a fast-paced environment.

KEY RESPONSIBILITIES
1.Calendar Management:

• Organize and maintain the CEO's daily, weekly, and monthly calendars.
• Schedule and confirm meetings, appointments, and events.
• Prioritize and resolve conflicts in the CEO’s calendar.
• Coordinate all logistics for meetings, including setting up conference calls, preparing agendas, and ensuring necessary materials are available.

2. Communication Handling:

• Manage incoming and outgoing communication (emails, calls, and messages) and filter important requests for the CEO’s attention.
• Draft, proofread, and manage written communication on behalf of the CEO.
• Maintain confidentiality and professionalism while handling sensitive information.
• Coordinate responses to internal and external requests and inquiries.

3. Travel Arrangements:

• Organize domestic and international travel, including flights, accommodations,transportation, and itineraries.
• Prepare travel briefings, including important contacts, meetings, and any special requirements.
• Handle changes to travel schedules, ensuring smooth transitions in case of changes or emergencies.

4. Meeting & Event Coordination:

• Plan, organize, and attend events, conferences, and meetings as required by the CEO.
• Research, prepare presentations, reports, and materials for meetings and events.
• Ensure all meeting arrangements, including venue booking, catering, and technical support, are in place.

5. Document Management:

• Prepare, organize, and maintain important documents, contracts, and files for easy access by the CEO.
• Conduct research and provide summaries of relevant information for decision-making.
• Ensure the CEO is well-prepared with key documents for meetings or presentations.

6. Personal Assistance:

• Assist with personal errands, appointments, and tasks as needed to support the CEO's work-life balance.
• Manage personal calendars, appointments, and events outside of professional commitments.
• Ensure personal requests are handled efficiently and professionally.

7. Liaison Role:

• Act as a point of contact between the CEO and other senior executives, clients, partners, and external stakeholders.
• Build and maintain positive relationships with important contacts.
• Represent the CEO’s interests and uphold their professional image.

8. Project Assistance:

• Help coordinate special projects, tracking deadlines and deliverables.
• Assist in managing time-sensitive projects and ensuring they are executed effectively.

Required Skills or Experience

Qualifications

• Bachelor’s degree or equivalent experience in business administration, communication studies, LLB or a related field.
• At least 3-5 years of experience in an administrative role, preferably supporting senior executives or C-suite professionals.
• A qualification as a PA is advantageous.

Skills

• Strong organizational, planning and time-management abilities.
• Exceptional verbal and written communication skills.
• High attention to detail and accuracy.
• Ability to research on issues.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Discretion and ability to maintain confidentiality.
• Proficiency in office software (Microsoft Office Suite, Google Workspace) and other tools such as project management software.
• Ability to handle stressful situations calmly and professionally.

Key Attributes

• Proactive: Anticipates the CEO's needs and takes initiative to address them.
• Discreet: Handles confidential and sensitive matters with care and professionalism.
• Adaptable: Can adjust to changing priorities and handle unexpected tasks.
• Resourceful: Capable of solving problems independently and effectively.