Executive Assistant to the CEO

Key responsibilities include assisting the CEO in a wide range of administrative tasks to enable effective leadership and business growth. You will be responsible for:

• Providing sophisticated diary and inbox management for the CEO, prioritising inquiries and requests while troubleshooting conflicts; making judgements and recommendations to ensure smooth day-to-day engagements.
• Completing a broad variety of administrative tasks that facilitate the CEO’s ability to lead effectively, including assisting with special projects, producing timelines and reviews of projects, researching new business ventures, producing complex documents, reports, and presentations, collecting and preparing information for meetings, composing correspondence, agenda development, business critical filing, making travel arrangements, and completing expense/mileage reports.
• Serving as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature, prioritising and determining appropriate courses of action, referral, or response, exercising judgement to reflect the CEO’s style and organisational policy.
• Sorting and prioritising incoming post and filtering telephone calls before passing them to the CEO.
• Working closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Anticipating the CEO’s needs in advance of meetings, conferences, etc.
• Coordinating Management Team meetings and assisting with staff meetings and events as needed, including minute taking.
• Providing a 'gatekeeper' and 'gateway' role, facilitating smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Management Team.
• Following up on contacts made by the CEO to cultivate ongoing relationships.
• Managing all aspects of the business’ office services, evaluating and assisting HR and Operations in developing office policies and procedures for improved workflow.
• Assisting in the selection of vendors and purchasing equipment, services, and supplies necessary for the operation of the business.
• Replenishing office materials, printer supplies, paper, and other office supplies.
• Managing memberships and subscriptions.
• Providing event management support as requested.
• Providing hospitality to all guests and helping to create a welcoming environment.
• Liaising with site maintenance teams on properties and office equipment as necessary.
• Any other reasonable requests.

Essential

• Strong verbal and written communication skills.
• Exceptional organisational skills and impeccable attention to detail.
• Ability to problem solve and pre-empt needs.
• High degree of professionalism in dealing with diverse groups of people.
• Ability to make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects.
• Ability to react with appropriate levels of urgency to situations and events that require quick response.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment and situational awareness.
• Ability to switch gears at a moment’s notice.

Please note that the duties and responsibilities outlined above are not exhaustive and may be subject to change as required to meet the needs of the business.

Benefits: 25 days annual leave per year plus 8.