PRIMARY PURPOSE 

The Executive/ Personal Assistant to the CEO provides high-level administrative support to the CEO, ensuring smooth day-to-day operations, managing communications, scheduling, and acting as a liaison with internal and external stakeholders. This role requires exceptional organizational skills, discretion, and the ability to handle complex, confidential tasks with professionalism and efficiency. 

RESPONSIBILITIES 

Manage the CEO's calendar, appointments, and travel arrangements (domestic and international). 

Prepare and organize meetings, agendas, presentations, and minutes. 

Handle incoming communications (emails, calls, messages), prioritize and respond on behalf of the CEO when appropriate 

Maintain an organized filing system of paper and electronic documents. 

Act as the point of contact between the CEO and Board members, executives, clients, and other stakeholders. 

Assist in the preparation and coordination of Board meetings and materials. 

Track and follow up on projects, action items, and deadlines related to Board activities. 

Draft high-quality correspondence, reports, and briefing materials 

Manage confidential and sensitive information with integrity and discretion 

Build and maintain positive working relationships across all levels of the organization. 

Coordinate special projects and strategic initiatives on behalf of the CEO 

Arrange logistics for speaking engagements, conferences, and corporate events. 

Monitor and reconcile expense reports and budgets related to the CEO’s office. 

Takes Health, Safety & Environment (HSE) lead in ensuring “safe systems of work” and “safe conditions” are in place within area of responsibility. 

Performs other similar or related duties as required or assigned by management. 

QUALIFICATIONS & EXPIERENCE 

Educational Requirements / Qualifications: 

Bachelor’s degree in business administration, Communications, or a related field. 

Experience: 

3+ years of experience as an Executive Assistant or in a senior administrative role, preferably supporting C-suite or Board-level executives. 

Skills and Competencies: 

Knowledge of regulations and guidelines. 

Conceptual and analytical thinking. 

Excellent written and verbal communication skills. 

Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools. 

Communication skills, including oral communication, report writing, and presentation skills. 

Robust interpersonal ability. 

Willingness to travel domestically. 

Highly organized, detail-oriented, and capable of multitasking in a fast-paced environment 

High degree of professionalism, discretion, and judgment.