· Calendar Management:

• Organize and manage the Chairman's calendar, scheduling meetings, appointments, and events, ensuring there are no conflicts and that time is optimized effectively.
• Coordinate and prioritize meeting requests, and prepare the Chairman with necessary materials in advance.

· Communication Facilitation:

• Act as the primary point of contact for the Chairman, handling incoming and outgoing communications, including emails, phone calls, and correspondence.
• Screen and prioritize communications, redirecting them as appropriate and ensuring the Chairman is informed of urgent matters.

· Meeting Coordination:

• Organize and coordinate meetings, including preparing agendas, distributing relevant documents, and taking minutes.
• Ensure follow-up on action items from meetings, keeping track of deadlines and progress.

· Travel Arrangements:

• Arrange domestic and international travel for the Chairman, including booking flights, accommodations, and ground transportation.
• Prepare detailed travel itineraries and manage any changes or issues that arise during travel.

· Document Preparation and Management:

• Prepare, proofread, and edit reports, presentations, speeches, and other documents for the Chairman.
• Maintain and organize both digital and physical files, ensuring that all important documents are easily accessible.

· Confidential Information Handling:

• Manage confidential and sensitive information with the utmost discretion and integrity.
• Ensure that all sensitive documents and communications are securely handled and stored.

· Liaison Role:

• Act as a liaison between the Chairman and other executives, employees, clients, and external stakeholders, fostering clear and efficient communication.
• Represent the Chairman in meetings or events when necessary.

· Project Support:

• Assist the Chairman in managing special projects, including conducting research, preparing reports, and coordinating with other departments.
• Track project progress and provide regular updates to the Chairman.

· Event Coordination:

• Plan and coordinate company events, meetings, and conferences, handling all logistics and ensuring smooth execution.
• Liaise with vendors, venues, and participants to ensure all aspects of events are managed effectively.

· Office Management:

• Oversee the day-to-day operations of the Chairman's office, including maintaining supplies, equipment, and ensuring a professional and organized environment.
• Handle administrative tasks such as expense reports, reimbursements, and invoice processing.

· Decision Support:

• Provide the Chairman with accurate and timely information to support decision-making processes.
• Assist in gathering and analyzing data for strategic initiatives and company performance reviews.

· Relationship Management:

• Maintain positive relationships with key stakeholders, including board members, clients, and business partners.
• Facilitate the Chairman's networking efforts by managing contacts and scheduling meetings.

· Time Management:

• Ensure that the Chairman’s time is managed effectively, balancing strategic initiatives with operational demands.
• Anticipate needs and prepare in advance to ensure smooth daily operations.

· Problem-Solving:

• Address and resolve any issues or challenges that arise in the Chairman’s schedule or workflow.
• Provide proactive solutions to potential administrative or operational obstacles.

· Support in Decision-Making:

o  Provide the Chairman with all necessary information and data to facilitate informed decision-making.

• Research and summarize information on various topics as requested by the Chairman

Skills

Education:

·       Bachelor’s Degree: A bachelor’s degree in Business Administration, Management, Communications, or a related field is typically required. Advanced certifications in office management or secretarial studies can be an asset.

·       Additional Training: Courses or certifications in executive assistance, project management, or business communication are highly advantageous.

Experience:

• Executive Support Experience: A minimum of 5-7 years of experience in an executive assistant or secretarial role, preferably supporting C-level executives or senior management.
• Industry Experience: Experience within the same industry or a similar sector is beneficial, providing insight into the specific needs and challenges of the Chairman’s role.

Technical Skills:

• Microsoft Office Suite:
• Proficient in Microsoft Word (document preparation, editing, formatting).
• Advanced skills in Microsoft Excel (data analysis, report generation, pivot tables).
• Expertise in Microsoft PowerPoint (presentation creation, design, and formatting).
• Competency in Microsoft Outlook (email management, calendar scheduling).
• Communication Tools:
• Proficient in using communication tools like Zoom, Microsoft Teams, and other video conferencing platforms for scheduling and hosting meetings.
• Travel Management Software:

Knowledge of travel booking and management software for arranging and managing travel itineraries.

• Typing and Transcription:

Fast and accurate typing skills, with the ability to transcribe meetings and prepare minutes or detailed notes efficiently.

• Technology Adaptability:

Ability to quickly learn and adapt to new technologies, software, and systems as required by the role.