Personal Assistant to Group CEO

**Position Summary**:
Reporting directly to the Group CEO, the Personal Assistant to the Group CEO provides executive, administrative, and development support to the Group CEO as well as the Senior Leadership Team. The Personal Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Group CEO. The Personal Assistant serves as a liaison to the senior management team; organises and coordinates executive outreach and external relations efforts; and oversees special projects.

**Essential/Primary Responsibilities**:
**Executive Support**

Assists the Group CEO with daily administrative & secretarial duties and completes a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organisation which include:

- Managing an active calendar of appointments, screening and directing of phone calls;
- Plans, coordinates and ensures the Group CEO's schedule is followed and respected;
- Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Group CEO's time and office;
- Preparing and submitting expense reports;
- Composing and preparing correspondence on behalf of Group CEO, circulating documents for signatures;
- Scheduling of meetings, compiling documents for meetings, accurate and comprehensive minutes taking and following-up on agreed action plans.
- Provides a bridge for smooth communication between the Group CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff;
- Works closely and effectively with the Group CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately;
- Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Group CEO updated;
- Completing critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company;
- Prioritises conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures;
- Assisting with special projects and attend to personal matters of Group CEO when required;
- Any other ad-hoc assignments/projects assigned by Group CEO.

**Board Support and Liaison**
- Serves as the Group CEO’s administrative liaison to the Board of Directors and manages Board activities, which include coordinating Board meetings and dinners; Board staff lunches / receptions / new Board member orientations; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials;
- Coordinates Board meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the CEO’s agenda.

**Management Liaison**
- Participates as an adjunct member of the Senior Leadership Team including assisting in scheduling and attending meetings. Represents the Group CEO in designated meetings as required;
- Travel arrangements (flights, transportation, and accommodation) for all C-suite executives;
- Compiling and submitting expense reports for all C-suite executives.

**Experience & Education**:

- Bachelor’s degree or equivalent in Business Management
- 5 to 8 years of relevant experience in providing significant secretarial / administrative / executive support to C-suite executives / senior management in related industries.

**Skills & Abilities**:

- Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail;
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners etc;
- Tech-savvy and proficiency in Microsoft Office suite, including MS Word, EXCEL and PowerPoint;
- Ability to conduct research and present data in a succinct and well-written manner; Ability to work independently from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion;
- Knowledge of other languages and international customs is an asset. Ability to exercise good judgment in a variety of situations, with strong written and verbal communication and the ability to maintain a realistic balance among multiple priorities;
- Strong ability to execute work with a diversity, equity, and inclusion lens;
- Ability to complete a high volume of tasks and projects with little or no guidance;
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround;
- Able to maintain a high level of integrity and discretion in handling confidential info