The CEO's office manager will act as the CEO representative & first point of contact with people from both inside and outside the organization. She/ he will provide consulting, administrative and organizational support to the CEO along with some office management duties.
She/ he must be reliable and have a high sense of confidentiality in all areas of work. She/ he will work under the direction of the CEO.
Duties and Responsibilities:
- Management Meetings:
Agenda preparation
Agenda validation
Minutes of the meetings: preparation, validation, circulation
Minutes are then signed and filed for future reference
Action plan to be done according to the minutes
Action plan follow-up until all tasks are completed
- Manage the daily agenda of the CEO keeping appointments and meetings on time
- Manage and follow-up on communications and pending issues between the CEO & heads of units on all operational matters
- Act as a first point of contact for people's queries that need the approval of the CEO
- Follow-up on pending issues via email correspondences
- Prioritize own activities and work on several tasks simultaneously
- Manage communication between the CEO and people from inside and outside the company.
- Plan meetings, functions & PR events in coordination with the CEO: Prepare agenda in advance; assist with and provide research/background information, content development, creation of presentations, Minutes of Meetings and follow-up on the outcome of the meeting
- Ensure that various administrative tasks are done in an effectively and efficiently including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed
- Prepare documentation and back office paperwork
- Develop and maintain a system that alerts the CEO on upcoming deadlines, incoming requests or events
- Perform special projects and/or other administrative functions to support the business as assigned
- Design a filing system and ensure it's always up-to-date
- Manage CEO travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information and other necessary preparations
- Handle confidential information in a professional and discreet manner
Required qualifications
- University degree in Business, or equivalent
- A minimum of 4-5 years experience in a similar role
- Strong personality, active and target oriented
- Excellent management, communication, and interactive skills.
- Excellent organizational skills, and discretion with confidential information.
- Ability to work under pressure
hr@cleartag.com
