About this role
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Job Purpose
To provide high-quality executive coordination and administrative support to the CEO by ensuring efficient scheduling, communication, meeting coordination, documentation, and follow-up, enabling effective decision-making and seamless executive office operations.
Key Accountability Areas
Meeting Preparation and Coordination:
- Coordinate end-to-end meeting logistics, including agenda development, material preparation, and stakeholder coordination.
- Prepare presentations and supporting documents that meet executive standards for clarity, accuracy, and strategic relevance.
- Monitor meeting timelines and agenda flow to support effective use of executive time.
- Prepare executive summaries, briefing notes, and meeting records to support informed decision-making.
Calendar and Schedule Coordination:
- Coordinate the CEO's calendar, ensuring alignment of operational priorities, strategic engagements, and personal commitments.
- Identify potential scheduling conflicts and coordinate timely adjustments to maintain continuity.
- Liaise with internal and external stakeholders to schedule meetings and align meeting objectives.
Confidential Affairs:
- Handle sensitive communications and confidential documents with discretion and in accordance with organizational policies.
- Maintain secure records and archives of confidential correspondence, ensuring accuracy, traceability, and privacy.
- Serve as a point of contact for confidential matters requiring executive attention.
Correspondence Coordination:
- Coordinate the preparation, review, routing, and archiving of executive correspondence.
- Ensure written communications reflect the CEO's tone, intent, and strategic messaging.
- Maintain correspondence tracking records and follow up on response timelines as required.
Administrative and Logistics Support:
- Coordinate travel arrangements, accommodation bookings, itineraries, and event logistics for executive activities.
- Process executive approvals and administrative documentation to support timely workflow completion.
- Provide administrative support for ad hoc requests and priority assignments.
Mail Coordination:
- Coordinate the receipt, sorting, and dispatch of physical mail and packages.
- Maintain accurate records of incoming and outgoing mail, ensuring secure handling of confidential deliveries.
Task and Action Item Follow-Up:
- Maintain and update action item trackers arising from executive meetings and directives.
- Follow up with responsible stakeholders on assigned tasks and document progress updates.
- Prepare regular status updates for the CEO on action item progress and completion.
Role Accountability
HR Proficiency:
- Ability to obtain updated soft and technical skills related to the job
Delivery:
- Perform the planned activities to meet the operational and development targets as per delivery schedules.
- Utilize resources effectively to achieve objectives within efficient cost and time.
- Provide a periodic report formatted by detailing the deviation and execution of planned tasks.
Problem-Solving:
- Solve any related problems arise and escalate any complex operational issues.
Quality:
- Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.
Business Process Improvement:
- Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.
Compliance:
- Comply to related policy and procedures and work instructions.
Health, Safety, and Environment:
- Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.
Academic Qualification
Bachelor Degree in Business Administration or Any relevant field
## Work Experience
4 to 6 Years
## Technical / Functional Competencies
Ad Hoc Reporting Clerical Documentation Standards and Procedures Document Management Document Preparation Conference Room Coordination