Summary: Our Client urgently requires the service of a competent Executive Assistant to the MD (CEO). The candidate shall provide Executive support on a day-to-day basis and will serve as the primary contact for internal and external parties on all matters pertaining to the Office of the CEO. The successful hire will act as a liaison to the Board of Directors and Senior Management teams; organize and coordinate executive and external relations efforts; and oversee special projects.
Accountabilities:
Executes a broad variety of tasks for the CEO including: managing active calendar of appointments; expense reports; composing / preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas
Manage key projects regarding events and communication critical to essential functions of the MD
Plans, coordinates and ensures the MD’s schedule is followed and respected.
Screens incoming calls to the MD, determining whether or not it requires the attention of the MD
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the MD, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
Provides clear and direct communication between the MD’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
Partners closely and effectively to keep the CEO 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, some of which may have organizational impact
Desired Skills and Experience
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills – friendly and polished with high energy – and the ability to build relationships with stakeholders, including staff, Board members and external partners
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
Experience in contract administration or a paralegal background a big plus
Track record of streamlining processes, making suggestions on improvements allowing MD and others to perform tasks more efficiently
Education and Experience Requirements
BSc/BA or equivalent combination of education and/or experience required.
3 to 5 years’ experience supporting a CEO, MD, or other similar senior-level executive required.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
Ability to travel 5 – 10%
Flexibility on schedule with the ability to stay past traditional hours on days needed
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