Duties and Responsibilities
· Develop, arrange and manage schedules of meetings, discussions, appointments, and other events in which the CEO is going to execute or participate.
· Coordinates group meetings and planning for the Company`s presence at local and national events such as conferences, workshops, and advocacy events.
· Takes minutes and prepares an action plan with time and follow-up execution.
· Regularly track the progress of different projects and report to the CEO.
· Initiatives Project dashboard coordination.
· Prepares and submit day-to-day reports to the CEO of the Company.
· 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.
· Plans, coordinates and ensures the CEO's schedule is followed and respected.
· Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the CEO's time and office.
· Represents the CEO by welcoming visitors, reviewing correspondence and other corporate functions; answering questions and meeting requests directed to the CEO.
· Communicates directly, and on behalf of the CEO, with Board members, staff, and others, on matters related to CEO's programmatic initiatives.
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· 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.
· Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
· Provides leadership 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.
· Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
· Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
· Serves as the CEO's administrative liaison to the board of directors
· Assists board members with travel arrangements, lodging, and meal planning as needed
· Maintains discretion and confidentiality in relationships with all board members
· Adhere to compliance with applicable rules and regulations set in by laws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
· Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
· Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
· Facilitates cross-divisional coordination of travel and outreach plans
· Edits and completes first drafts for written communications to external stakeholders Strategic Initiatives
· Works with the Strategic Initiatives team in coordinating the CEO's outreach activities
· Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
· Improves quality results by studying, evaluating, and re-designing processes; implementing changes.
· Perform other duties as assigned by the CEO of the Company.
Education: Bachelor's Degree in Business Management, Management, Project Management or related fields
Experience: Five to ten years of experience supporting executives level managers, preferably in a profit organization as an executive assistant/Program Assistant or in other Managerial positions
Knowledge, Skills, Competence:
• Full comprehension of office management systems and procedures
• Proficiency in English
• Exemplary planning and time management skills
• Up-to-date with advancements in office gadgets and applications
• Ability to multitask and prioritize daily workload
• Expert level written, proposal writing and verbal communication skills
• Discretion and confidentiality
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Emotional maturity