Executive Assistant to CEO

5 days’ work week, Flexible Work Arrangement_

We are looking for an Executive Assistant to provide executive support in a one-on-one working relationship with the CEO (Chief Executive Officer), serving as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO.

**RESPONSIBILITIES**:

- 1. Executive Support_

a. Carry out a broad variety of administrative tasks for the CEO including, but not limited to:

- Managing calendar of appointments
- Completing expense reports
- Composing and preparing correspondence that is sometimes confidential
- Arranging travel plans, itineraries, and agendas
- Note-taking and minutes-taking for meetings and producing the notes and minutes in a timely manner

b. Plans and coordinates the CEO's schedule. Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.

c. When directed, communicates directly, and on behalf of the CEO, with Board members and others on matters related to CEO's initiatives.

d. Researches, prioritizes, and follows up on issues and matters addressed to the CEO, including those of a sensitive or confidential nature.

e. Provides a bridge for smooth communication between the CEO’s office and internal departments.

f. Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.

g. Assists the CEO in managing special projects.

h. Drafts correspondences and perform other hands-on tasks to facilitate the CEO's ability to effectively lead the organization.

i. Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- 2. Board Support and Liaison_

a. Serves as the CEO’s administrative liaison to the board of directors.

b. Maintains discretion and confidentiality in relationships with all board members.

c. Assists in advance distribution of materials before meetings in electronic/paper format.

d. Minutes-taking for board and committee meetings, which are usually held in the evenings.
- 3. Liaison for Management and Operational Teams Meetings_

a. Assists in scheduling and attending Management and Operational Teams meetings.

b. Distributes agenda and materials in advance.

c. Takes notes of the meetings.

**REQUIREMENTS**:

- A Diploma is required preferably in Communications, Business or a related field.
- At least three years of relevant experience, preferably supporting C-Level Executives.
- Proficient in Microsoft Office and Social Media platforms.
- Willingness to work outside normal working hours, including some weekends and evenings due to exigencies or the need to attend board and/or committee meetings.
- Excellent written and verbal communication skills.
- Able to handle confidential information with discretion.

**YOU FIT THE BILL IF YOU ARE**:

- ** Organised and An Attentive Multitasker**:

- You are part of the solution that creates order for our community, and enjoy doing multiple things at a time. You are attentive to the details in every single thing you do._
- ** A Relationship Builder**:

- You have strong interpersonal skills, and enjoy conversing with people and making connections. You are skilled with the ability to build relationships with stakeholders, including staff, board members and external partners._
- ** Planner and Proactive Problem-Solver with Strong Decision-Making Capability**:

- You are forward-looking and take the initiative to navigate the road bumps, and find multiple pathways to one destination. You have the ability to weigh out options and propose realistic solutions_.
- ** Highly Resourceful and a Team Player, with the ability to work independently**:

- You appreciate the contributions of others and enjoy co-creating. You believe in the power of community and collaborations. You actively look to value add to situations but are sensitive enough to know it is time to take a step back, and are happy to work independently when the occasion calls for it._
- ** Adaptable to various competing demands**:

- You are willing to stand in the gap and go to where the needs are, to adjust your approach or priorities to meet various demands._