Executive Assistant and Secretary to Ceo

DUTIES & RESPONSIBILITIES:

• Calendar Management: Proactively manage the diary and calendars of the CEO and other senior C-suite executives, ensuring that all appointments, meetings, and events are scheduled efficiently.
• Meeting Coordination: Use judgement and consultation to coordinate all aspects of meetings, including scheduling, preparing agendas, arranging travel, and taking meeting minutes.
• Travel Arrangements: Manage travel arrangements for the CEO and other senior executives, including booking flights, hotels, and ground transportation.
• Correspondence: Draft and prepare correspondence, memos, reports, and presentations on behalf of the CEO and other senior executives.
• Office Management: Provide general office management support, including answering phones, responding to emails, and maintaining office supplies.
• Liaison: Serve as a liaison between the CEO and other senior executives and internal and external stakeholders, including clients, vendors, and other departments.
• Administrative Support: Provide administrative support to the CEO and other senior executives as required, including data entry, filing, procurement of office supplies and other tasks.
• Budget Management: Manage budgets and expenses for the CEO and other senior executives, including expense reports and reimbursement requests.
• Project Management: Assist with the coordination and execution of projects, including organizing project files, scheduling meetings, and tracking project timelines.
• Team Coordination: Coordinate with other departments and team members to ensure that the CEO and other senior executives have the necessary support and resources to accomplish their goals.
• Executive Support: Provide personal and confidential support to the CEO, including managing personal appointments and events as required.
• Event Management: Organize, plan, coordinate and oversee formal company events for the senior executives as may be required from time to time.
• Any other responsibility that may be given from time to time

KNOWLEDGE, SKILLS, AND EXPERIENCE:

1. Bachelor’s degree in Business Admin or a related field
2. At least 5 years of experience in a similar position or equivalent
3. Strong organizational and time-management skills.
4. Excellent written and verbal communication skills.
5. Proficient in Microsoft Office Suite (with advance level proficiency in Excel, Word and PowerPoint) and other office management software.
6. Strong attention to detail and ability to multitask effectively.
7. Ability to work independently with minimal supervision.
8. Strong problem-solving and decision-making skills.
9. Ability to maintain strict confidentiality and handle sensitive information.
10. Strong interpersonal skills and ability to work well with others.
11. Fluent in both English and Swahili