Primary Purpose of Role
The Executive Assistant acts as a strategic partner to the GCEO by not only managing the administrative elements of the office but more importantly providing executive support in a one-on-one working relationship. He/She serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the GCEO. He/She also serves as a liaison to the Board of directors, shareholders, senior management teams as well as a variety of external stakeholders.
The Executive Assistant will be looked upon to complete a broad variety of administrative tasks for the GCEO including but not confined to managing an extremely active calendar of appointments, completing expense reports, composing and preparing correspondence that is mostly confidential, arranging complex and detailed travel plans, itineraries and agendas and compiling documents for travel-related meetings
Roles and Responsibilities
Executive Support
Plan, coordinate and ensure the GCEO’s schedule is followed and respected by providing “gatekeeper” and “gateway” role as well as creating win-win situations for direct access to the GCEO’s time and office
Take responsibility for gathering, organizing, and presenting data and reports to the GCEO to help in informed decision-making and ensure that the GCEO has access to critical information when needed.
Communicate directly on behalf of the GCEO with Board members, customers, staff, suppliers and others stakeholders on matters related to GCEO’s office
Provide a bridge for smooth communication between the GCEO’s office and internal departments while demonstrating leadership to maintain credibility, trust and support with stakeholders
Work closely and effectively with the GCEO to keep him well informed of upcoming commitments and responsibilities while following up and coordinating appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the GCEO updated
Act as strategic partner to the GCEO by participating in strategic discussions, providing insights, and contributing to decision-making processes.
Act as project manager by coordinating with various teams, tracking progress, and ensuring that projects align with the company’s strategic objectives.
Assist in crisis communication, resource allocation and contingency planning in times of crisis or unexpected challenges, so as to help maintain stability.
Rely on own technological acumen and proficiency in various software tools and platforms that streamline tasks, enhance communication, improve efficiency and ensure that the GCEO remains at the cutting edge of innovation.
Provide leadership to build relationships crucial to the success of the organization, and manage a variety of special projects for the GCEO, most of which are designed to have organizational impact
Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the GCEO’s ability to effectively lead the company
Prioritize conflicting needs; prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
Board Support and Liaison
Serve as the GCEO’s administrative liaison to board of directors and shareholders
Assist Board members with travel and accommodation arrangements planning as needed
Maintain discretion and confidentiality in relationships with all Board members
Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
Senior Management Liaison
Participate as an adjunct member of the Executive Team including assisting in scheduling and attending all meetings
Assist in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
Facilitate regional and international coordination of travel plans
Strategic Initiatives
Work with the Strategic Initiatives team, both internal and external, in coordinating the GCEO’s activities
Follow up on contacts made by the GCEO and support the cultivation of ongoing relationships
Edit all external correspondence and create acknowledgement communication from the GCEO to stakeholders
Bachelor’s Degree
Strong work tenure: 5 to 10 years of experience supporting C-Level Executives, preferably in a corporate environment
Ability to be effective both strategically and at hands-on operational level.
Integrity, confidentiality & professionalism. Hands on and energetic in following through. Sees things to completion.
Ability to handle numerous diverse projects to tight timescales in a rapidly changing environment.
The tact, diplomacy and sensitivity to nurture and sustain a positive relationship with all stakeholders.
Ability to work under pressure and manage time effectively.
Technological acumen and proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point) and Social Media platforms
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Innovative, strategic thinker
Excellent presentation skills and the gravitas to gain management confidence.
Demonstrated proactive approaches to problem- solving with strong decision-making capability
Emotional maturity
Highly resourceful team-player, with the ability to also be extremely effective independently
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
Expert level written and verbal communication skills
Very strong interpersonal skills and the ability to build relationships with
Experience and interest in internal and external communications
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